Reso 2012-014 - Laserfiche WebLink

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COUNCILMEMBERS HANDBOOK APPENDIX G As a general rule, the City considers every E -Mail to be a preliminary draft that is not to be retained in the ordinary course of business. Any E -Mail message that is considered to be a public record should be moved from the user's Outlook's Inbox, Sent Items, or Deleted items and retained in the User's Outlook Cabinet or saved and placed in the appropriate subject file, either electronically or in hard copy. E -Mail messages located in an User's Inbox, Sent Items and Deleted Items folders will be automatically deleted by Information Technology from all computer devices and systems on the 120 day after sending or receipt, whether deleted by the User or not. All email will be archived and retained for 24 months. The City's E -Mail and communications systems may not contain offensive, abusive, threatening or obscene language or graphics. E -Mail messages or information which are in conflict with applicable law or City policies, rules or procedures are prohibited. Exemption from Disclosure The disclosure or exemption from disclosure of "public records" (which generally means any writing, whether electronic or paper, that contains information relating to the conduct of the public's business) is governed by the California Public Records Act and its exemptions (Gov't. Code §§ 6250 et seq.). It is City policy to exempt from disclosure all records that may be exempted pursuant to specific provisions of the California Public Records Act, unless specifically waived by the City Council, or City Manager. Protect Confidential Information Users shall treat all information as "confidential" if there is any possibility that the information could be considered personal (such as personnel or medical records), exempt from disclosure under the California Public Records Act or private (such as proprietary or financial information received from a third party), or if it could potentially expose the City to liability. If you are sending a confidential E -Mail, the following notice is recommended at the end of the email. CONFIDENTIALLY NOTICE: This electronic mail message and any accompanying documents are for the sole use of the intended recipient(s) and may contain CONFIDENTIAL and/or PRIVILEGED information. Any unauthorized disclosure, copying, distribution, use, or the taking of any action in reliance upon this communication is strictly prohibited. If you receive this communication in error, please contact the sender by reply e -mail or by phone and destroy all copies of the original message and any attachments.