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Bellevue, WA Administrative Order No. 94-03
Title: Policy and Procedure Regarding Electronic Records

Date Issued: November 10, 1994
Sponsor's Name: Myrna Basich
Sponsor's Department: City Manager's Office

Purpose/Short Description:

This Administrative Order is intended to establish the rules regarding use and retention of electronic records e.g. word processing documents, spreadsheets, electronic messages, etc.

Text of Order: Scope of Policy

This policy applies to all users of the City's electronic computing systems in performing their assigned job responsibilities.

State Law Requirements

Electronic records, including messages (E-mail), are public records under the Public Disclosure Act (RCW 42.17) and the law governing preservation and destruction of public records (RCW 40.14). All users are required to assure compliance with these laws in their use of electronic records.

Authorization, Maintenance, and Retention

All users must be authorized to open a central computer system user account through the Department of Finance, Information and Personnel Services. This account includes access to the electronic messaging system.

Electronic records must be created, retained, and disposed of according to records management practices established by the City Clerk's office in accordance with state law. Information on the disposition or destruction of records may be found on record retention schedules developed by the City Clerk and approved by the State Local Records Committee. All departmental Records Officers shall maintain a copy of the retention schedule established for their department. Management of electronic records is the responsibility of each user. Each user should periodically review his/her electronic records for deletion or archiving.

Monitoring of Electronic Records

The City owns its electronic computing systems and all records transmitted and maintained on these systems. Users should be aware that electronic records are not private records. The City reserves the right to monitor all electronic records at any time and without prior notice to assure compliance with state law and this policy.

Upon written approval by the City Manager, department heads may audit electronic records created by authorized users. Audits that require access to a users central computing system account must be processed through the Director of Finance, Information and Personnel Services to ensure that correct procedures regarding security of the accounts are observed.

Electronic Messages (E-Mail)

The objectives of using electronic messaging are as follows:

1. To take advantage of a fast and efficient automated means of communication.
2. To exchange information more efficiently than by telephone or written memorandum.
3. To reduce the handling of paper copy by:
   • Shifting the creation, transmission, and retention of short-term correspondence to electronic form.
   • Providing users with direct communications to reduce the need for telephone message slips to track routine communications, such as meeting reminders and call back messages. Training on use of electronic messaging and retention requirements will be provided by staff from the Department of Finance, Information and Personnel Services, the City Clerk's Office, and the City Attorney's office. Electronic messages fall into two categories:
     1. Informational Messages such as meeting notices, reminders, informal notes, and telephone messages. For this category of electronic messages, users should delete the message once the administrative purpose is served.
     2. Significant Messages used in connection with the transaction of public business. For this category of electronic messages, users must generate a paper copy to be filed in the appropriate record series or maintain the message electronically in an appropriate file in accordance with approved record retention schedules for that record series.

Improper Use of Electronic Messages

The electronic message system shall not be used for transmission of information that promotes or transacts the following:

• Discrimination on the basis of race, creed, color, gender, religion, handicap or sexual preference;
• Sexual harassment;
• Copyright infringement;
• Personal, political or religious business or beliefs;
• Any unlawful activity.

Enforcement of Policy

Department heads are responsible for enforcement of this policy.

Definitions

1. Public Record. Includes any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.
2. Electronic Records. Records stored or archived to a form that only a computer can process.
3. Electronic Recordkeeping. The electronic creation, maintenance, use and disposition of records.
4. Record Copy. The originator of an electronic mail message is the record copy holder, just as the creator of a paper document is the record copy holder. The originator is responsible for preserving records of lasting importance to the city.
5. Retention Period. The length of time a record should be retained. The electronic records retention requirements will be the same as the retention requirements for similar paper records listed on Records Retention Schedules approved by the State Local Records Committee.
6. Electronic Computing Systems. All information technology (e.g. hardware and software) owned by the city and used to conduct city business.
7. Users. Includes, but not limited to, city employees, volunteers and consultants who are authorized to open a central computer system user account.