12.05 - Technology Policy - Laserfiche WebLink

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( Official Records. A11 data that:is composed, transmitted or received on City owned, leased, or rented technology, including internal and'external electronic mail(e-mail), is considered to be Part oft-he off ciAl{rexords of the City; and therefore subject to disclosure as appropriate under state grid f'edec sl laws( :g.,Mnnesota Government Data Practices Act). Most documents will be considered public records unless classified otherwise by state or federal law. However, employees must use the same caution in releasing information on City technology systems as they do when-releasing hard copies of information. If in doubt about whether information is Public, employees must wait to release it until they have checked with the City Attorney or City Clerk.- Confidential and sensitive information, such as performance reviews, disciplinary and corrective actions,.attorney--.client privileged information,personnel information, and health or medical information should not be communicated through e-mail. E-mail and-other electronic documents must be saved in accordance with the City's records retention schedule if.they are required for ongoing legal, fiscal, administrative, operational or research-Purposes• These.records should be saved to a word processing or paper file for storage according to the City's records retention schedule. An example of this would be official correspondence on a litigated matter. Any e-mail or other documents that does not fall into this category may be deleted immediately. If you have questions about records retention, contact the City Clerk.