HomeMy WebLinkAboutResolution 2010-023 electronic mail retention and storage administrative directiveMARANA RESOLUTION N0.2010-23
RELATING TO ADMINISTRATION; APPROVING AN ELECTRONIC MAIL RETENTION
AND STORAGE ADMINISTRATIVE DIRECTIVE FOR TOWN OF MARANA EMPLOYEES
AND ELECTED AND APPOINTED OFFICIALS
WHEREAS the Town Council has established broad guidelines and parameters regarding
the administration of the Town through the Marana Town Code and other ordinances and
policies; and
WHEREAS Section 3-2-1(G) of the Marana Town Code provides that the Town Manager
shall be the chief administrative officer and head of the administrative branch of the Town and
shall execute general administrative supervision and control of the affairs of the Town; and
WHEREAS on September 15, 2009, the Town Council by Resolution No. 2009-164
approved and authorized the Town Manager. to implement an administrative directive system for
carrying out certain administrative functions and providing consistency in the performance of
administrative tasks, in the use of Town resources and equipment, and in the implementation of
the Town Code and other ordinances and policies; and
WHEREAS the administrative directive system approved by Resolution No. 2009-164
included the provision that any administrative. directive relevant to the Town's elected and
appointed officials would be brought before the Council for its consideration and adoption by
resolution; and
WHEREAS the Town Council finds that the implementation of an Electronic Mail
Retention and Storage Administrative Directive for Town of Marana employees and elected and
appointed officials is in the best interests of the Town.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF MARANA, ARIZONA, AS FOLLOWS:
SECTION 1. The Town of Marana hereby approves the Electronic Mail Retention and
Storage Administrative Directive for Town of Marana employees and elected and appointed
officials, attached as Exhibit A and incorporated by this reference in this resolution.
SECTION 2. The Town's Manager and staff are hereby directed and authorized to
undertake all other and further tasks required or beneficial to implement the Electronic Mail
Retention and Storage Administrative Directive described in Exhibit A.
Marana Resolution 2010-23 - ~ - {00019625.DOC /}
PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, this 2nd day of March, 2010.
ATTEST:
iyn ronson, Town Clerk
APPROVED AS TO FORM:
'A` .~-~
r '°
{v~,~rank Cassidy, Town Atto ey
~' ; ,
Mayor d onea
Marana Resolution 2010-23 - 2 - {00019625.DOC /}
ADMINISTRATIVE DIRECTIVE
Title: Electronic Mail (E-mail) Retention & Storage
Issuing Department: Town Manager/Town Clerk
Effective Date: To be designated by Town Manager when training completed
Reviewed: Town Manager, Town Clerk, Legal, Human Resources, Technology Services
Approved: Town Council by Resolution Number 2010-23
Type of Action: New
1.0 PURPOSE
Electronic communications have become the preferred means of communicating in today's
business world. E-mail and other electronic communication and information management
tools are the fastest and most efficient means of communicating and are being used by nearly
every employee and official at-the Town of Marana. This Administrative Directive clarifies
the Town of Marana's polices governing the use and storage of a-mail communications.
2.0 DEPARTMENTS AFFECTED
All Town of Marana departments, employees and appointed and elected officials.
3.0 REFERENCES
3.1 A.R.S. §§ 41-1350, 41-1351, 38-421 and 41-1347
3.2 A.R.S. §§ 39-121 et seq: Public records law
3.3 A.R.S. § 38-431 et seq: Open meeting law
3.4 Town of Marana Personnel Policies and Procedures, Policy 5-4: Use of
communications systems and equipment
3.5 Town of Marana Code of Principle and Ethics-centered Governance
3.6 Town of Marana Town-Issued Computer Equipment/Software and Electronic
Communication Usage Policies for Council Members
3.7 Email Acceptable Usage Policy #2006-003 and any superseding policy or directive
implemented at a later date
4.0 DEFINITIONS
4.1 Backup
E-mail records created on a daily basis for the purpose of disaster recovery.
EXHIBIT A TO MARANA RESOL UTION NO. 2010-23
4.2 Electronic Communications
For purposes of this directive, electronic communications refers to electronic mail (e-mail)
and electronic calendars
4.3 Non-Records
Messages that do not meet the statutory definition of a record as defined in
A.R.S. § 41-1350. Destruction of non-record electronic messages does not need to be
reported on a Report/Certificate of Records Destruction form
4.4 Records
Messages that are considered to be official records as defined in A.R.S. § 41-1350. Official
records may require short-term storage, long-term storage, or a combination of both
5.0 POLICIES AND PROCEDURES
5.0 Retention and disposition of public records is determined by the Arizona State Library,
Archives and Public Records, Records Management Division, in accordance with Arizona
state statutes. A record's retention schedule is based upon the legal, administrative,
historical, fiscal or informational value of the record, not on the format of the record.
"Electronic communication" refers to the format of the record, not its content or value.
Thus, electronic communications such as a-mail cannot be assigned blanket retention
periods because they are not a type of record or record series. Rather, the value -- and
therefore the retention period -- of an electronic message is determined by its content.
It is the responsibility of every town official and employee to retain any electronic
communications, depending on the nature and content of the document, as required by the
public records retention and disposition schedules. Each town department shall appoint a
records coordinator who will work with the Town Clerk's Office and his/her respective
department head to assure proper management and disposal of records, including
compliance with this directive. Records retention and disposition schedules that apply to
town records are available from the Town Clerk's Office.
Electronic messages that are considered to be official records (for example, a citizen
complaint that is sent via a-mail) must be maintained and destroyed in the same
manner as a paper record. Retention and destruction shall be performed according
to the corresponding record series on either a department's custom Retention
Schedule or the State's General Schedule.
5.1 Short-Term Retention of Record E-mail Messages
For records management purposes, the majority of the town's a-mails are short
communications that function much like phone calls and are considered to be non-records.
For the sake of administrative convenience, records with a retention period of 120 days or
less will be maintained in the town's archival a-mail system. These records will be visible
in the town's primary e-mail system for the first 60 days of this 120-day .period. The
records will then be available only in the town's archival e-mail system for the remaining
60 days of the 120-day period. At the end of 120 days, all messages will be permanently
deleted. It is the responsibility of each individual employee, appointed or elected official to
ensure that any record messages that must be retained beyond 120 days and are located in
the employee's inbox, sent box, or deleted items box are moved to proper storage locations
before the end of the 120-day period.
5.2 Long-Term Retention of Record E-mail Messages
EXHIBIT A TO MARANA RESOL UTION NO. 2010-23
E-mail messages requiring long-term retention (more than 120 days) may be printed out
and kept as paper records or may be maintained in archive folders by those employees
given access to archive folders as noted below. Additionally, Technology Services staff
will work with individual departments to identify a technology solution when a department
requires a shared storage location for e-mail in order to minimize duplication of e-mail
storage within departments.
Only department heads, assistant/deputy department heads, management staff, and project
management staff will be permitted to maintain archive folders. Employees who are not
department heads or management- level staff but believe they need longer term storage
capability for electronic records should notify their direct supervisor. The employee shall
complete a records storage request form which must be signed by the employee's
supervisor and department head/general manager. The form will then be forwarded to the
Town Clerk's Office and Technology Services for approval. For Development Services
staff, the records storage request form will be forwarded to the Development Services
Records Manager and Technology Services for approval. Alternatively, staff and elected or
appointed officials without permission to create archive folders may simply print out the
record to paper, with its contextual information and attachments in place, for filing within
the department's existing filing system.
5.3 Public Records Requests
E-mail is subject to the public records law (A.R.S. && 39-121 et sep) and may be subject
to public disclosure. Employees should have no expectation of privacy regarding the use
of the town's systems and equipment or the transmission, receipt or storage of
information in these systems or equipment
5.4 Backup
The Town of Marana creates "backup" records of electronic mail on a daily basis. The
primary purpose of creating these backups is for disaster recovery in the case of system
failure, not for purposes of public records retention. The backups are retained for the
limited period of time required by law for backup data.
6.0 RESPONSIBILITIES
6.1 All employees and appointed and elected officials are responsible for understanding the
procedures as outlined in this directive and all other applicable town policies and
procedures regarding the use of the town's electronic communications.
6.2 All employees and appointed and elected officials are responsible for using the town's
electronic communication systems responsibly, in the interest and furtherance of the
public's business.
6.3 Technology Services, the Town Clerk's Office and the Legal Department will ensure
proper training for new employees and on-going training for existing employees on a
regular basis.
7.0 ATTACHMENTS
Records Storage Request Form
EXHIBIT A TO MARANA RESOL UTION NO. 2010-23