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File Number: 11 -437 Sent Items, or Deleted Items folders would be automatically deleted; these deleted emails would then be archived and retained for 24 months. Staff believes this approach would facilitate the response to public records requests, by enabling global searches throughout Outlook for responsive documents, while improving system efficiency and response times. Administrative Code Title 1 is the City Council section. Title 1, Chapter 6 -City Equipment, is proposed for repeal. The relevant information from this chapter will be incorporated into the amended Title 1, Chapter 11- Policy Governing Use of Computer Systems, E -Mail and Information Security. Administrative Code Title 10 is the Human Resources section. Three chapters in this section are proposed for repeal, as their content is either outdated, or will be incorporated into the City's personnel manual. A fourth chapter is proposed to be amended to establish a policy for computer system use and email that essentially mirrors the language in Title 1, Chapter 11, for the City Council. Guidelines Regarding the Use of City Electronic Communications have been drafted, for inclusion in the City of San Leandro Councilmembers Handbook. The Guidelines were created to provide additional guidance to the Council on the recommended use of the City's electronic communications systems. The proposed new Title 2, Chapter 6, Regulation of Social Media Use, would authorize the City Manager to establish rules and procedures for City departments' use of Social Media. A City Council Social Media policy will be brought to the Council in 2012. Current Agency Policies • Administrative Code Title 1 (City Council), Chapter 6 -City Equipment, adopted on 12/21/98 by Resolution 98 -163 (Proposed for repeal) • Administrative Code Title 1 (City Council), Chapter 11 -- Policy Governing Use of City's Electronic Mail System, adopted on 9/5/00 by Resolution 2000 -133 (Proposed for amendment) • Administrative Code Title 10 (Human Resources), Chapter 3- Automated Data Processing, adopted on 5/3/93 by Ordinance 93 -08 (Proposed for repeal) • Administrative Code Title 10 (Human Resources), Chapter 4 -City Equipment, adopted on 12/21/98 by Resolution 98 -163 (Proposed for repeal) • Administrative Code Title 10 (Human Resources), Chapter 5- Policy Governing Employee Use of the Internet, adopted on 9/5/00 by Resolution 2000 -134 (Proposed for repeal) • Administrative Code Title 10 (Human Resources), Chapter 6 -- Policy Governing Use of City's Electronic Mail System, adopted on 9/5/00 by Resolution 2000 -133 (Proposed for amendment) Committee Review and Actions The City Council Rules and Communications Committee discussed this item at its March 24 and May 26, 2011 meetings, and forwarded a recommendation for adoption of the proposed amendments to the Administrative Code and Councilmembers Handbook. City of San Leandro Page 2 Printed on 113112012