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Layton City Policy

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1101 - Electronic Mail and Electronic Documents Retention


Ensure that e-mail and electronic documents are maintained in accordance with the Utah Government Records Access and Management Act (GRAMA) Employees are reminded that electronic documents and e-mail created or received on City-owned computers or sent over City-run networks are the property of the City.  Employees should have no expectation of e-mail privacy and should limit any personal use of e-mail.

E-mail and other electronic documents that must be saved should be printed and retained according to GRAMA guidelines.

E-mail Retention and Deletion Policy

To ensure that important information is not lost because of improper deletion or management of e-mail correspondence, Layton City employees are directed to adhere to the following e-mail use guidelines.

Broadly speaking, e-mails fall into three main categories: 1) those that may be deleted; 2) those that must be saved for future reference or public/media access; and 3) confidential information.

  • E-mail that must be saved

Program, policy, or decision-making correspondence: Business-related messages that provide substantive information about City functions, policies, procedures, or programs must be saved. These e-mails document the discussions and decisions made regarding City interests.

  • Confidential information

Generally speaking, confidential information should not be transmitted electronically.

  • E-mail that may be deleted

All e-mail not falling into the above categories may be deleted when the user’s need for the e-mail has expired. Examples of e-mail messages that do not need to be saved are:

    • Personal e-mail
    • Routine correspondence
    • Meeting agendas, broad e-mail announcements, and e-mails on which you are cc’d, if you have no use for them.

Note: the sender and direct recipient of program, policy, or decision-making e-mail are responsible for retaining the document.

  • Attachment policy

You are required to keep a copy of any attachments you send (e.g., Word, Excel or Powerpoint files) if they fall under the category of ‘E-mail that must be saved’.

  • Responsibility of the sender

Primary responsibility for retention of important e-mail rests with the sender.

  • Responsibility of the recipient

If you are the direct recipient (not cc’d) of e-mail containing policy, program or decision-making information, you must save the e-mail unless the sender has indicated to you that they have saved it.

Electronic Documents policy

All electronic documents produced by City employees are the property of the City and must not be deleted randomly. All documents created in the course of City business that fall under the category of program, policy, or decision-making, should be printed and saved by the creator and retained according to GRAMA guidelines.

Enacted, 3/22/2004
Minor Edit, 3/22/2004