HomeMy Public PortalAboutAB 11-161 Email Records Retention DiscussionMcCALL CITY COUNCIL
AGENDA BILL
Number
Meeting Date
AB 11-161
September 8, 2011
216 East Park Street
McCall, Idaho 83638
AGENDA ITEM INFORMATION
SUBJECT:
Email Records Retention Discussion
Department Approvals
Initials
Originator
or
Supporter
Mayor / Council
City Manager
Clerk
`04�
Originator
Treasurer
Community Development
Police department
Public Works
Golf Course
COST IMPACT:
NA
Parks and Recreation
FUNDING
SOURCE:
NA
Airport
Library
TIMELINE:
Immediate
Information Systems
Grant Coordinator
SUMMARY STATEMENT:
On December 17, 2009 City Council adopted the Records Retention Policy by Resolution 09-14.
Correspondence is called out in the Retention Policy as follows:
Correspondence is divided into three types. Temporary Correspondence covers day-to-day office
and housekeeping correspondence and does not contain unique information about city functions or
programs. General Administrative Correspondence includes records created or received in the
course of administering city policies/programs, but these records do not provide insight into
significant policy/program discussions or decisions. Policy/Program Correspondence documents
the formulation, adoption, and implementation of significant policy/program decisions. All three
classifications of correspondence include records on various types of media, including paper,
email, and other media. E-mail correspondence and attachments that relate to a certain subject
should be retained based on that subject's retention schedule.
Most of the retention of correspondence is maintained by the City Clerk; however e-mail sent and
received by Council must be retained by each Council Member per the policy. This discussion will help
guide the Council in the process to retaining their email.
RECOMMENDED ACTION:
Council retain all email received and schedule time with staff to review the best practice for retention
based on available resources.
RECORD OF COUNCIL ACTION
MEETING
DATE
ACTION