RulesCommunications Highlights 2011 0526

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Technology Administrative Code Update 3 May 26, 2011 receive refresher training on public records, how to move emails to a permanent "Cabinet" Outlook folder and how the archive system functions. The system will be set -up so that it doesn't require users to manually archive emails; the system will archive emails automatically. The City currently has the hardware necessary to archive emails. It was recently purchased to archive files that are not routinely modified, such as pictures and maps, to reduce backup times. This hardware is scheduled to be installed in July 2011. Due to budget constraints, the maintenance and service agreements were not purchased because retrieval of these documents was accomplished through backup media. If archiving is adopted, the annual service and maintenance contracts will be required as well as additional storage. Given the Committee's concerns regarding the retention and retrieval of emails for public records requests, overall transparency concerns and litigation, both actual and threatened, regarding emails and records retention, the City Attorney's Office recommended staff take a more conservative approach to the retention of emails. The City Attorney's Office reviewed this proposed procedure; it meets the City's records retention schedule and records retention laws. Staff believes that an archive solution addresses the City Attorney's Office recommendation and the Committee's concerns regarding the retention of deleted emails that may be public records disclosable under the Public Records Act. The amended procedure also allows the City to manage the amount of transitory messages within the City's IT system to address the negative impacts to individual staff productivity and reduce the current time required for doing backups. It is staff's understanding that this technological solution will also make it easier to respond to public records requests for emails because the proposed archiving system will enable a global search throughout Outlook for responsive documents. Alternatives /Considerations: Staff recommends the amended policy. If the City Council Rules and Communications Committee approves of this policy, and forwards a positive recommendation to the City Council, the following could result: Pros - reduces staff time to respond to public records request - reduces the risk of user error in the retention of emails as public records - system response time improvements Cons - added costs for storage and maintenance If the City Council does not approve the amended policy, than the system's efficiency will continue to erode resulting in lower productivity, increased staff time spent repairing problems primarily caused by taxed systems, and ultimately, longer response times to public records request because staff would be required to search individual email boxes for emails that may be responsive to a request. Staff does not recommend continuing on the present course. Current City Council Policy Administrative Code, Title 1 Chapter 4;