08-1895 Adopting City Elected Officials E-Mail Policy

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City Elected Officials E -Mail Policy 1.0. PURPOSE "Exhibit All 1.0.1. This policy provides standard principles for the basic requirements related to the creation, maintenance, use and disposition of public records contained in electronic mail messages (e-mails) received and sent by elected officials of the City of Casselberry. 2.0. DEFINITIONS 2.1. Public Records — The definition of a public record in Title X, Chapter 119.011(11), Florida Statutes, is broad and all-inclusive. The statute reads as follows: "Public records" means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of any agency. E-mails are public records when they are created or received in the transaction of official city -related business. E-mails which constitute public records must be identified, accessible, and retained just like records in other formats. E-mails are not subject to the provisions of Chapter 119, Florida Statutes, when they consist of uncirculated materials and are merely preliminary or precursors to future documents, and which are not in and of themselves intended to serve as final evidence of the knowledge to be recorded. This includes internal and external personal communications or announcements of a non -city related business nature. 2.2 E -Mail Messages — An electronic record, created, sent from or received on any e-mail system, including brief notes, more formal or substantive documents, any attachments which may be transmitted with message, and any routing or header information which may be generated and transmitted with the message. 3.0. POLICY STATEMENT 3.1. The City of Casselberry will provide each Elected Official with a City e-mail address and remote access to the City's email server. 3.2. Elected Officials are expected to only utilize their City e-mail address for all ingoing and outgoing e-mail correspondence related to City business. Should an Elected Official receive any e-mail messages which constitute public records to their personal e-mail accounts, it is strongly recommended that the e-mail message be forwarded or copied to their City e-mail address to be part of the complete public record. In addition, it is required that Elected Officials only respond to e-mail messages with their City e-mail address.