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Technology Administrative Code Update 2 May 26, 20 <br /> • Title 1 City Council — Chapter I I Policy Governing Use of Computer Systems, E -Mail <br /> and Information Security <br /> • Title 10 Human Resources — Chapter 4 Policy Governing Use of Computer Systems, E- <br /> Mail and Information Security <br /> Amendment of these Administrative Codes will be presented to the City Council for <br /> consideration should this Committee forward a positive recommendation on the proposed policy. <br /> The current policy defines e-mail as temporary communications that may be discarded routinely. <br /> Since the inception of that policy, e-mail use has expanded as a widely accepted and routine <br /> • <br /> aspect of everyday business communications as opposed to when the previous Administrative <br /> Code was adopted. This has led to a significant increase in transitory messages within the City's <br /> IT system. As a result, the following areas have been impacted: <br /> - Costs have increased due to the need for maintenance, storage and backup media. <br /> - Productivity is negatively impacted due to delays in Outlook operations because of the <br /> amount of data in the system. Currently staff sends and receives an average of 12,000 E- <br /> Mails a month externally and approximately 48,000 E -Mails a month internally. <br /> - Additional technical resources are required to maintain the system. <br /> - Delays occur responding to public records requests for e -mails because of the need to <br /> query through each staff member's Outlook system. <br /> Staff surveyed the email management policies of various Alameda and Contra Costa County <br /> cities and found the following: <br /> Auto Sent Deleted Days <br /> City Delete Inbox Items Items Retained Archive <br /> Fremont Yes 30 30 30 30 No <br /> Hayward Yes 60 60 60 60 No <br /> Dublin No - - - No <br /> Pleasant Hill Yes - 30 30 30 No <br /> Concord Yes 30 30 1 30 No <br /> San Ramon Yes - 5 1 Various No <br /> Pleasanton Yes 6 mos 6 mos 30 30 2 yrs. <br /> Livermore No - - - 30 No <br /> *Plan to implement Auto Delete at next upgrade <br /> Staff proposes the following new policy: IT Division of the City Manager's Office will <br /> implement a technological solution that will automatically archive all emails in a user's Outlook <br /> Inbox and Sent Items folders. Emails will be archived for 24 months, or as otherwise required <br /> by the City's records retention schedule. This does not change the current policy, which treats <br /> emails as transitory communications. When the archive system is implemented, staff will <br />