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• CITY OF LAKEVILLE
RESOLUTION
Date February 6, 1995 Resolution No. 95-18
Motion By xarvey Seconded By Mulvihill
RESOLUTION ADOPTING E-MAIL POLICY
WHEREAS, the City of Lakeville is in compliance with the State of Minnesota
Records Retention Schedule for Cities, and;
WHEREAS, the City of Lakeville desires to approve an E-Mail Policy consistent
with the Records Retention Schedule.
NOW THEREFORE BE IT RESOLVED, by the_ City Council of the City of
• Lakeville, Minnesota, that the attached E-Mail Policy is hereby adopted and approved,
APPROVED AND ADOPTED this 6th day. of February, 1995.
CITY OF MLLE
By:
Duane Zaun, May r
TTEST:
~~~~1~
Charlene Friedges, Clerk
•
. E-MAIL POLICIES
PURPOSE:
Electronic E-mail (E-mail) is one of the most used and useful facilities on computer
networks. To ensure maximum benefits from E-mail, a clear, defined balance between the
need for open communication and the protection of an organization's assets is critical.
The purpose of this E-mail policy is to encourage use of E-mail as an effective and
efficient business tool within the framework of the Minnesota Government Data Practices
Act.
DATA PRIVACY:
It is in the nature of most E-mail systems that the physical security of messages cannot be
guaranteed; therefore, we discourage the use of E-mail to transmit messages containing
non-public data.
Also, when you create an E-mail message, that message is government data for the
purposes of the Minnesota Government Data Practices Act. The contents of the message
determine whether the message is public or non-public. REMEMBER: Public data is
accessible to the public.
RETENTION SCHEDULES:
Retention schedules for the content of messages are the same regardless of the medium-
paper, voice, electronic; i.e., treat E-mail messages as any other correspondence. The
City's record retention schedule will provide specific guidance on disposition of electronic
messages.
Personal messages such as "happy birthday" and "meet you for lunch" are not government
data and need not be retained.
PRINTING E-MAIL RECORDS:
All E-mail messages that must be retained under the City's records retention system must
be printed out on paper for retention.
•
• APPROPRIATE USAGE:
E-mail is to be used for business purposes of the City. However, it is understood that E-
mail occasionally will be used for quasi-business announcements or personal messages.
Use of E-mail to increase timely and effective business communication is strongly
encouraged.
Use good judgment in both the type of message created and in the tone and content of
.messages.. E-mail messages must be able to withstand public scrutiny without
embarrassment to the City, its citizens, or its employees if messages are forwarded beyond
the intended recipients, accessed, or inadvertently disclosed, subpoenaed in a legal action,
or otherwise made public. Use generally accepted standards of business conversation in
your E-mail messages.
Use of E-mail that will not be tolerated include:
• illegal activities
• wagering, betting, or selling chances
• • harassment
• solicitation, except for agency-sanctioned activities
• commercial activities
• promotion of political or religious positions or activities
• other unethical activities
ADNIINISTRATION:
The content of E-mail messages is not routinely monitored or disclosed; however,
monitoring or disclosure may occur in connection with charges of improper or illegal
actions by an individual, unexpected absence of an employee, and other appropriate
business or technical reasons.
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