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City of San Leandro <br />Meeting Date: February 6, 2012 <br />Staff Report <br />File Number: 11 -437 Agenda Section: CONSENT CALENDAR <br />Agenda Number: 8.F. <br />TO: City Council <br />FROM: Chris Zapata <br />City Manager <br />BY: Lianne Marshall <br />Assistant City Manager <br />FINANCE REVIEW: Not Applicable <br />TITLE: Staff Report for Resolution Amending Titles 1, 2 and 10 of the San Leandro <br />Administrative Code, Related to the Use of Computer Systems, Email, <br />Information Security and Social Media; and Resolution Adopting Appendix <br />G- Guidelines Regarding the Use of City Electronic Communications, for <br />Incorporation into the City of San Leandro Councilmembers Handbook <br />C7 Elsie] JiIJiI:40IILAI[a]0K <br />The City Council is requested to adopt the proposed resolutions, which would: 1) remove <br />outdated chapters from the Administrative Code; 2) establish a formal policy for the <br />management of email on City computer systems and technology; 3) authorize the City <br />Manager to develop and implement rules and procedures related to Departmental use of <br />social media; and 4) add Guidelines Regarding the Use of Electronic Communications to the <br />Councilmembers Handbook. The City Council Rules and Communications Committee <br />reviewed the proposed policies and guideline on May 26, 2011, and forwarded a <br />recommendation for adoption by the Council. <br />BACKGROUND <br />The City's current policy defines email as temporary communications that may be discarded <br />routinely. Since the inception of that policy, email use has expanded as a widely accepted <br />and routine aspect of everyday business communications, and this expanded use has led to a <br />significant increase in transitory messages within the City's IT system. <br />Analysis <br />The following is a summary of the proposed technology policy changes: <br />The proposed amendments to Titles 1 and 10 of the Administrative Code would <br />establish policies for use of City computer systems and email by the City Council and <br />City staff, and remove obsolete sections of the Code. The policies take a conservative <br />approach with regard to email retention. The proposed amendments would establish <br />procedures by which emails older than 120 days residing in a user's Outlook Inbox, <br />City of San Leandro Page 1 Printed on 113112012 <br />