CITY OF ELK GROVE CITY COUNCIL STAFF REPORT

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1 CITY OF ELK GROVE CITY COUNCIL STAFF REPORT AGENDA ITEM NO. 8.4 AGENDA TITLE: Adopt resolution establishing policy for the retention of electronic mail records and call recordings maintained by IT Services MEETING DATE: March 12, 2014 PREPARED BY: DEPARTMENT HEAD: Nicole Guttridge, IT Administrator Brad Koehn, Finance and Administrative Services Director RECOMMENDED ACTION: Adopt a resolution establishing a records retention policy for electronic mail ( ) and call recording records maintained by City IT Services. BACKGROUND INFORMATION: The purpose of the proposed schedule is to establish a policy for the management, preservation, and protection of the City s and call recording data. It will also allow for automated disposal of the records once their established retention period has been met. The process will also provide end users with a mechanism for retaining s and recordings longer than the currently stated retention period. The retention of records created and maintained by the City falls under the category of correspondence, which has a defined two-year retention period in the State of California s Electronic Records Management Handbook, which references Government Code Section 34090(d). The handbook also states that messages should be filed in a way that enhances their accessibility and facilitates record management tasks. Furthermore, it defines that employees should be responsible for classifying messages they send or receive according to the content. 1

2 Elk Grove City Council March 12, 2014 Page 2 of 3 To address these requirements, IT Services will implement a Barracuda Message Archiver to be paired with existing legal retention procedures. The Message Archiver will capture all inbound and outbound and retain those messages in a searchable database for a period of two years. As s reach their two year life span, they will be automatically pruned. s that need to be retained beyond that two-year period will be identified and moved by end users to a predefined Legal Retention folder. Messages identified and moved to legal retention storage will be retained indefinitely or until they are deleted by the user. In addition, IT Services will continue to maintain weekly tape backups as well as monthly snapshots for a period of three months. Figure 1.0 Storage Type and Retention Period Chart Storage Type Weekly Tape Backups Monthly Tape Backups Message Archiving Legal Retention Folders Retention period 2 Weeks 3 Months 2 Years Until Deleted by User The adoption of an automated message archiving and disposal process is an important element of establishing responsible data management. The policy will prevent willful destruction of records while ensuring compliance for legal and audit purposes. Additionally, it will simplify the City s discovery process when responding to Requests for Information (RFI). Finally, automated disposal will ensure that no record is maintained by IT Services after its retention period has expired. Rules for the retention of voice recordings falls under Government Code (a), which states departments may destroy routine recordings of telephone and radio communications after a period of 100 days. City IT Services will configure the automated deletion of all voice recordings at the one year point. Voice recordings required beyond the one year point will be identified and exported by the end user utilizing the Call Replay system. 2

3 Elk Grove City Council March 12, 2014 Page 3 of 3 FISCAL IMPACT: IT Services purchased a Barracuda Message Archiver appliance at a cost of $13,447. Barracuda Networks currently provides all of our message antivirus and spam filtering. The addition of the Message Archiver will provide IT staff and City employees with a familiar user interface. The appliance also effectively integrates with our existing messaging platform. Should the schedule not be approved, there are long-term costs associated with the tape media, staff time, and off-site storage of records. Synapps Call Replay will be used to manage all call recordings. Call Replay utilizes our existing technology and provides a user friendly interface for playing, tagging, and exporting recordings. The annual maintenance cost associated with the product is $425. ATTACHMENTS: 1. Resolution a. Exhibit A - Proposed Records Retention Schedule IT Services 3

4 ATTACHMENT 1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ELK GROVE ESTABLISHING POLICY FOR THE RETENTION OF AND VOICE RECORDS MAINTAINED BY THE CITY S IT SERVICES WHEREAS, City of Elk Grove IT Services is charged with the custody and safekeeping of the voice and electronic mail records of the City; and WHEREAS, the responsible maintenance of the City s records includes adopting policy for the retention and disposition of records; and WHEREAS, Government Code Section requires the legislative body to approve policy for the disposition of records that are no longer required. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Elk Grove hereby: 1) Adopts the Records Retention Schedule for records maintained by the City of Elk Grove IT Services, which includes continuous pruning of records as defined in the Exhibit A, as consented to by the City Attorney in accordance with GC 34090, et seq. and set up in the archiving system; and 2) Authorizes the City of Elk Grove IT Services to employ technological methods to provide for the storage, recovery, and deletion of records as provided by statute. PASSED AND ADOPTED by the City Council of the City of Elk Grove this 12 th day of March GARY DAVIS, MAYOR of the CITY OF ELK GROVE ATTEST: APPROVED AS TO FORM: JASON LINDGREN, CITY CLERK JONATHAN P. HOBBS, CITY ATTORNEY 4

5 EXHIBIT A 5

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