HomeMy Public PortalAboutAB 12-123 Council Email Retention Procedure
McCALL CITY COUNCIL 216 East Park Street
AGENDA BILL McCall, Idaho 83638
Number AB12-123
Meeting Date June 28, 2012
AGENDA ITEM INFORMATION
SUBJECT:
Email Retention Procedures for City Council
Department Approvals
Initials
Originator
or
Supporter
Mayor / Council
City Manager
Clerk
Originator
Treasurer
Community Development
Police Department
Public Works
Golf Course
COST IMPACT:
n/a
Parks and Recreation
FUNDING SOURCE:
n/a
Airport
Library
TIMELINE:
ASAP
Information Systems
Grant Coordinator
SUMMARY STATEMENT:
Staff developed the attached procedure to provide detail to the retention of email as it pertains to correspondence in addition to what is stated in the Records Retention Schedule. This
procedure has been modified to assist the Council with retention of their email. Council has three options for setting up their email per the procedure:
Staff can set up the categories and folder structure for Council
Staff can assist the Council with email set up
Council can set up their own email per the procedures
As a reminder to Council, the City email accounts have been set up for each Council Member to conduct City business. All City business must be done via the City email accounts and not
through any personal or business accounts the Council may have. This has been put into place to protect the Council’s personal email from possible discovery in any legal action the
City may be involved with.
RECOMMENDED ACTION:
Approve the Council email retention procedures.
RECORD OF COUNCIL ACTION
MEETING DATE
ACTION