HomeMy WebLinkAbout2023-087-09/19/2023-REPEALING RESOLUTION 2003-008 AND ADOPTING THE CITY’S ADMINISTRATIVERESOLUTION 2023-087
OF THE COUNCIL OF THE CITY OF FORT COLLINS
REPEALING RESOLUTION 2003-008 AND ADOPTING THE CITY’S ADMINISTRATIVE
POLICY FOR THE USE,MANAGEMENT,AND RETENTION OF ELECTRONIC MAIL BY
THE MAYOR AND CITY COUNCIL
WHEREAS,on February 18,2003,City Council adopted Resolution 2003-008,which
established a policy for the use,management,and retention of electronic mail (“e-mail”)by the
Mayor and City Council;and
WHEREAS,the City Council continues to recognize e-mail as an important
communication tool;and
WHEREAS,the City’s e-mail system was neither intended nor designed as a storage
system;and
WHEREAS,the City is mindful of its obligations under the Colorado Open Records Act
to generally make public records,including e-mail,available for public inspection,and is desirous
of maintaining its records,including e-mail,in a manner that facilitates the efficient and expedient
retrieval of such records upon request;and
WHEREAS,the City’s General Records Retention Schedule was approved by the State
Archivist and adopted administratively by the City on September 16,2022;and
WHEREAS,the City Manager adopted Administrative Policy 2.02,“Electronic Records
Retention,”which governs the use,management,and retention of e-mail by employees in
furtherance of these objectives;and
WHEREAS,the City Council supports Administrative Policy 2.02,“Electronic Records
Retention,”and desires that its use of the City’s e-mail system be governed by the same policy,
which current version of the policy is attached hereto as Exhibit “A”and incorporated herein by
this reference,with the understanding that any future amended version shall apply;and
WHEREAS,the City Council Resource Guide includes email management guidelines that
apply to the Mayor and Council’s use of the City’s e-mail system;and
WHEREAS,City Council believes it will promote consistency and reduce confusion to
repeal the approval of an email usage policy that differs from the City’s Administrative Policy
2.02,“Electronic Records Retention;”as amended,and that it should be included in the Council
Resource Guide,to be used in conjunction with the adopted General Records Retention Schedule.
NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT
COLLINS,as follows:
Section 1.That the City Council hereby makes and adopts the determinations and
findings contained in the recitals set forth above.
Section 2.That the City Council hereby adopts the City’s Administrative Policy 2.02,
Electronic Records Retention,as amended,for retention of any email in their City email accounts.
Section 3.That Resolution 2003-008 is hereby repealed.
Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 19th
day of September,2023.
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City Clerk
EXHIBIT “A”TO RESOLUTION 2023-087
2.02 Electronic Records Retention
Email is a system that is designed to facilitate communication.It is not a permanent
storage location for messages.Therefore,electronic records and messages are not
permanently preserved or archived in the City’s email system and should remain in the
email system only for short-term reference and use.
In the city’s email system,the automatic retention schedule for email has been set for
90 days for messages in Deleted or Junk/Spam folders and for 730 days (two years)for
Inboxes and all other email Folders.Items located in Deleted or JunklSpam email
folders are automatically purged on day 91.Items located in Inboxes or all other Folders
are automatically purged on day 731 (2 years plus 1 day).Calendar items and Task
items are not impacted by this change in retention schedule.Calendar and Task items
do not expire.This change in the automatic retention policy does not impact the
contents of mailboxes on Litigation hold.
Employees and officers (“Users”)must not send,forward,or relay emails concerning
City business to personal,non-City email accounts to create a copy or archive for later
processing by the User,in any manner that violates the City’s email retention policy.
All electronic records of the City are subject to the retention requirements set out in the
City’s General Records Retention Schedule,or,if applicable,the custodial department’s
records retention schedule,whichever is more restrictive.Users are responsible for
determining whether they are required to retain individual email communications
pursuant to the City’s General Records Retention Schedule,or,if applicable,the
employee’s department schedule,and prior to the purging of those communications
from the email system.If it is determined that an email communication should be
retained for a period exceeding 730 days,the responsible employee must save the
email somewhere other than the City’s email system.Options could include saving
messages as a pdf to a City computer or City server,using a saving function to
preserve the email in a file location outside of the email system,or printing the
messages out in hard copy form for permanent filing.
Responsible User,for the purposes of this policy,shall mean:(1)The sending party,for
emails originating within the City or on City devices;and (2)The receiving party,for
emails originating outside of the organization.Information regarding the date sent and
received,the sender and recipients,and the general subject of the message should be
retained with the email message.
Email messages that are retained for reference or convenience,but not otherwise
required to be retained,or that are specified for retention “until no longer needed,”
should be deleted when they are no longer needed.Emails that are not related to City
EXHIBIT “A”TO RESOLUTION 2023-087
business should be deleted promptly and not stored in the City’s email or computer
system.
Approved by:
Kelly’DiM~tino,City Manager Date