Title
Approve and adopt the County of Monterey Electronic Mail Deletion, Retention, Storage and Backup Policy, as presented.
Body
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and adopt the County of Monterey Electronic Mail Deletion, Retention, Storage and Backup Policy, as presented.
SUMMARY/DISCUSSION:
In July 2014, the Board of Supervisors adopted the County Records Management Policy, providing for consistent standards of responsible recordkeeping across all County Departments. The County Records Management Policy provides that electronic communications (e-mail) is intended to be a medium of communication, not records storage; that routine e-mail messages are non-records, not intended to be retained in the ordinary course of County business; that each e-mail user is responsible for removing such non-records from the County's e-mail systems; and that upon removal, such e-mails will be routinely destroyed.
The Electronic Mail Deletion, Retention, Storage and Backup Policy (E-mail Management Policy) implements the County Records Management Policy, as it pertains to e-mail, with a County-wide procedure governing retention, storage, deletion and backup of County e-mail messages and associated attachments. It will allow the County to manage e-mail messages and attachments efficiently and cost effectively, consistent with applicable retention policies, legal requirements, and industry best practices.
The E-mail Management Policy has been developed with input from County Department Heads and County Counsel, in order to establish a uniform policy for the retention and management of County emails. The E-Mail Management Policy will also reduce significant and unnecessary expenditures attendant to the County's current e-mail backup and recovery practices, which utilize significant electronic storage and staff resources. In addition to the drain on County resources, the County's current back-up tools are un...
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