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<br />--, <br /> <br />.- <br /> <br />City of Minneapolis E-mail Policy <br /> <br />E-mail plays an increasingly significant role in our rommunications. Along with the benefits of e-mail <br />rome increasing risks and responsibilities. Employees are responsible for adhering to City standards <br />when e-mail is created, sent, forwarded or saved. Failure to adhere puts the City and the individual at <br />risk for legal or financial liabilities, potential embarrassment and other consequences. <br /> <br />City of Minneapolis policies and procedures are adopted to make employees aware of the risks <br />associated with using e-mail and to advise them on the City's requirements regarding the use of e-mail. <br />This policy also applies to all contractors, consultants, volunteers, agents or any other persons who <br />have gained or are given access to the ....mail system. <br /> <br />City Policies <br />All other City policies apply to e-mail, even if e-mail is not specifically mentioned in those policies. For <br />example, e-mail users should besr in mind the requirements of City policies, including Civil Service <br />Rule II, which covers substandard performance and misconduct. <br /> <br />Violations <br />Violation of these policies may resun in the cancellation of the violator's e-mail account and may be <br />grounds for disciplinarY action up to and including termination of employment with the City of <br />Minneapolis. <br /> <br />Purpose of E-mail <br />The e-mail system is a City-owned tool and is to be used for matters directly related to the business <br />activities of the City of Minneapolis and as a means to further the City's mission by providing services <br />that are efficient accurate, timely and complete. In order to provid!l excellent services, the City <br />promotes strong working relationships among employees and a supportive working environment. For <br />example, news about employees or notices of union or department events would be ronsidered as City <br />business. <br /> <br />Public Nature of E-mail <br />E-mail is a public record like any other public documents. e-mail may be searched for evidence in any <br />legal proceeding. By using the e-mail system, the person consents that the following authorized City <br />representatives, the ITS systems administrators and the Office of the City Attorney, may review any <br />messages on the system, may use any information for any legitimate business, legal or disciplinarY <br />purpose and may disclose or disseminate such messages to appropriate third parties. <br /> <br />Retention of E-mail <br />E-mail messages meet the State of Minnesota definnion of a "rerord.' As such, specific classifications <br />of E-mail shall be retained according to the City of Minneapolis Records Management Policy. E-mail <br />faUs into two classifications: <br /> <br />. Record of value: E-mail is considered a record of value if it is required for ongoing legal, fiscal, <br />administrative, and operational or research purposes. These rerords shall be saved by the user to a <br />word processing or paper file for .storage according to City retention requirements. <br />Example: Official correspondence regarding a litigated matter. <br /> <br />. TransitorY record: E-mail that does not fall into the above classification is considered a transitorY <br />record. TransnorY records are generaUy documents of short-term interest that have no documentarY <br />or evidential value. The user is not required to save or convert a transnOrY record. <br /> <br />For Example: Quasi-official notices including memoranda and other records that do not serve as the <br />basis for official actions, such as notices for meetings or holidays. Almost all e-mail falls into this <br />categorY and may be deleted immediately. <br /> <br />1__ _ <br />