Council File: 05-0633Subscribe to this feedSubscribe via emailPrint this record

Title
E-MAIL RETENTION POLICY
Subject
Communication from the City Administrative Officer / Document Management Steering Committee, dated April 13, 2005, relative to implementation of e-mail retention policy.
Date Received / Introduced
04/13/2005
Last Changed Date
05/23/2005
Initiated by
City Administrative Officer
File History
4-13-05 - For ref
4-13-05 - Ref to Information Technology and General Services Committee
4-14-05 - File to Information Technology and General Services Committee Clerk
5-18-05 - Council Action - Information Technology and General Services Committee report ADOPTED to INSTRUCT all City departments, offices, and bureaus to implement an e-mail retention policy in accordance with the following provisions:
a. For disaster recovery purposes, each department, office, or bureau managing an e-mail system must create and store in a secure location, a back-up tape of the full e-mail system on a weekly basis and retain the back-up tape for a period of 30 days.
b. An e-mail or an attachment to an e-mail that qualifies as a public record pursuant to Section 12.1 (i) of the Administrative Code shall be retained in one of two ways:
1) The e-mail or e-mail attachment may be printed out and retained in paper format in accordance with the department/office/bureau Records Retention Schedule.
2) The e-mail or e-mail attachment may be retained in an electronic archive if it is categorized and retained in accordance with the department/office/bureau Records Retention Schedule.
c. The department/office/bureau having custody of the record to which an e-mail that qualifies as a public record pertains shall have primary responsibility for retaining the email. It would not be necessary to retain an e-mail communication if the official version is produced in paper format.
5-20-05 - File to Information Technology and General Services Committee Clerk OK
5-23-05 - File in files

Online Documents (Doc)

Title Doc Date

  Council Vote Information  

Meeting Date: 05/18/2005
Meeting Type: Regular
Vote Action: Adopted
Vote Given: (10 - 0 - 5)
Member Name CD Vote
TONY CARDENAS 6 YES
ERIC GARCETTI 13 YES
WENDY GREUEL 2 YES
JANICE HAHN 15 ABSENT
TOM LABONGE 4 YES
MARTIN LUDLOW 10 ABSENT
CINDY MISCIKOWSKI 11 YES
ALEX PADILLA 7 YES
BERNARD C PARKS 8 ABSENT
JAN PERRY 9 YES
ED REYES 1 YES
GREIG SMITH 12 YES
ANTONIO VILLARAIGOSA 14 ABSENT
JACK WEISS 5 ABSENT
DENNIS ZINE 3 YES