Electronic Communications Policy

I. Purpose and Scope of the Policy

II. Definitions

Computing Systems: Any computer workstation, server, mobile computing device or peripheral equipment through which files, data or communications may be introduced into the City’s enterprise network.

Downloading: Transmission of a file through the Internet or a wide area network from one computer (usually a file server or Web server) to another (usually a desktop workstation). By definition, downloaded files can be documents, images, sounds, Web pages, E-mail messages, programs and other executables, or system components.

Electronic Communications System: Any City e-mail or computer network resource that facilitates the sharing of information.

Executable File: An executable file contains a program. This is a file that is capable of being executed or run as a program in the computer. In a Windows operating system, an executable file usually has a file name extension of .bat, .com, or .exe.

Not Public Data: Government data, which is classified by statute, federal law, or statutory temporary classification as Confidential, Private, Nonpublic, or Protected Nonpublic.

Record of value: A message sent via e-mail is considered a record of value if it is required for ongoing legal, fiscal, administrative, operational or research purposes. These messages, like any other record, are to be assigned to a record series based on the function and content of the message. The user is responsible for determining the nature and content of the e-mail and to assign the proper record series.

Records Series
A group of related records or documents that are normally used and filed as a unit because they result from the same activity or function or have some relationship arising from their creation, receipt, and that permit evaluation as a unit for retention scheduling purposes.

Trade Secret: A form of Non Public Data Trade Secret information is government data, including a formula, pattern, compilation, program, device, method, technique, or process that is the subject of reasonable efforts to maintain City secrecy and that derives independent economic value, actual or potential, from not being readily known to or ascertainable by others. Trade secrets include, but are not limited to, patented or copyrighted computer programs.

Transitory record: A message that does not meet the criteria to be classified as a record of value is considered a transitory record. Transitory records are generally documents of short-term interest that have no documentary or evidential value. The sender or receiver is not required to save or convert a transitory record. Almost all e-mail falls into this category and may be deleted immediately.

III. General Conditions

The electronic communications system is a City-owned tool to be used primarily for matters directly related to the business activities of the City of Minneapolis and as a means to further the City’s mission by providing services that are efficient, accurate, timely and complete.

IV. E-mail

V. Internet Use

VI. Official City of Minneapolis websites

VII . Roles and Responsibilities for Administrating the Policy and Defining Procedures

City Clerk

BIS

Communications:

Attorney:

Human Resources:

Last updated Aug. 9, 2013