Governing policy: Electronic Communications Policy
Department: Office of City Clerk
Effective: September 10, 2005
Procedure
Users shall appropriately classify email transactions. If they are determined to be a record of value, users shall adhere to the appropriate records retention requirement.
Identifying an email message as a record of value
- The user (sender/recipient) determines the nature and content of the message sent via email, and whether the message is a record of value.
- The user assigns the record to the proper record series. For example, messages that contain draft budget projections for a particular division may be categorized as budget work papers.
- The user consults with their department records management coordinator about retention requirements for specific documents.
- The user saves the message in a word processing or paper file and not within the e-mail system. The user must save the context with the message (from, sent date, to, subject)
- The user destroys the message according to the City’s records retention policies.
Roles & responsibilities
- Users are responsible for identify and classifying email transactions and meeting the appropriate retention requirements.
- Supervisors and managers are responsible for educating staff about records retention guidelines and procedures.