CITY ELECTRONIC MAIL RETENTION - Laserfiche WebLink

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City Electronic Mail Retention January 21, 2015 The City's electronic mail [email] system is hosted on Microsoft Exchange servers with Microsoft Outlook as the desktop end -user email application. Historically The City Electronic Mail Policy, Number IT-02, was issued in June 2003. It defines who is authorized to use the City electronic mail system and specifies the acceptable use of those services. Section 5. Establishes Retention Guidelines. It states: 5.1 For the purposes of retention, the City's Electronic Mail Messages are considered to be the contents of items contained in the "InBox," "Deleted Items," and "Sent Items"folders including the contents of subfolders of any of these folders of electronic mail applications operated by the City. 5.2 All Electronic Mail Messages are considered transitory writing, not public records, and are not retained in the City of Santa Ana's normal course of business. 5.3 Electronic Mail Messages shall not be retained beyond 30 days by City electronic mail applications. Agencies/Departments and/or individuals hosting the storage of Electronic Mail Messages are responsible for implementing this requirement. 5.4 Electronic Mail Messages retained beyond 30 days shall no longer be considered transitory writing. 5.5 Users of the City electronic mail systems shall on a frequent basis review messages (e.g. in "In Box," "Deleted Items," 'Sent Items," etc.) and delete mail items no longer required. On April 01, 2013, the City Council approved a revised City Records Retention Schedule which extended the retention period for City email from 30 days to 2 years [Resolution No. 2013-014]. This was in response to changes in the California Public Records Act and California Code GC 34090 which define the handling, retention and destruction of government records. From that time forward, the City's email messages, as defined in Section 5 of the City Electronic Mail Policy, were copied and stored for a period of two [2] years. Information Services --Operations Page 1 of 2 211anuary 2015