HomeMy Public PortalAbout2803.0 - Business and Financial Services - Information Technology - Archiving Text MessagesOffice of Business and Financial Services
Technology Management Section 2803.0
Policies and Procedures Manual Page 1
2803.0 SUBJECT: ARCHIVING TEXT MESSAGES
:1 OBJECTIVE:
To detail the role of City departments, officers and employees in ensuring
compliance with the statutory requirements regarding text messaging and public
records retention and availability.
:2 AUTHORITY:
This procedure adopted by City Council, Monday, April 28, 2014, Item A-1.
:3 DIRECTION:
The Chief Financial Officer, as an appointed official, serves at the pleasure of
and receives direction from the Mayor.
:4 FUNCTIONS:
A. Introduction
City government, as an institution, has multiple partners including
citizens, taxpayers, businesses, visitors, employees, and other
governments. As a major institutional, economic, and service force in the
region, it is important that the City strengthen relationships with its
partners by adopting a clear and comprehensive set of policies and
procedures.
Furthermore the integrity of the City of Orlando is of utmost importance,
and adopting a set of policies is a key element to maintain this integrity.
The purpose of this policy is to adopt the appropriate information
technologies and procedures to archive and make appropriately
accessible public records of text message communications made or
received in connection with the transaction of City business.
B. Policies
1. In the course of conducting ordinary business City officials and
employees may use electronic messaging technologies to
communicate. The Florida Attorney General has opined that
such messages are public records under Chapter 119 of Florida
Statutes. Consequently the City needs to accurately capture, store
and make appropriately accessible text messaging records.
2. The Chief Financial Officer is responsible for the identification,
acquisition and implementation of communication and
information technologies that securely capture text messages
made or received in connection with the transaction of City
Office of Business and Financial Services
Technology Management Section 2803.0
Policies and Procedures Manual Page 2
business, for retention in compliance with all applicable laws and
City policy.
3. The Chief Financial Officer shall be responsible for establishing
a City standard platform for text messaging communication and
storage in order to ensure compliance with records retention
requirements.
a. Except as provided below, City funded devices or plans
must be compatible with the City’s standard platform
for text messaging communication and records
retention.
b. If there is a critical public safety or other critical
operational need that requires the use of a
communications device that is not supported by the
City’s standard platform, and such use is approved by
the Chief Administrative Officer and Chief Financial
Officer, then the user of such device is personally
responsible for compliance with the public records law
and retention schedules with respect to the use of such
device and retention of text messages.
c. Employees that use personal equipment for text
messaging communication related to official City
business are personally responsible for compliance with
the public records law and retention schedules with
respect to the use of such device and retention of text
messages.
:5 FORMS:
None.
:6 COMMITTEE RESPONSIBILITIES:
None.
:7 REFERENCE:
Procedure adopted by City Council April 28, 2014, Item A-1.
:8 EFFECTIVE DATE:
This procedure effective date is April 28, 2014.