6. Handout regarding communicationEmail and Electronic Communication
Email, text messaging, instant messaging, social media (e.g.,
Twitter, Facebook, Instagram, etc.)
DATA
• “Government data” means all data collected, created,
received, maintained, or disseminated by any governmental entity regardless
of it physical form, storage media, or conditions of use.
• The focus is on the information, not the format.
• If it is government data, you should not destroy it.
• Your analysis is simply whether it concerns/involves/relates to City
business in any way. If so, do not destroy it.
RECORDS
• Refers to the inscription in a tangible form or storage in electronic or
other media from which it is retrievable.
• Think “written.”
• Complex, formal records retention schedule, but that need not be your
problem…
POLICY
• Communications Policy
o “Never transmit anything that you would be embarrassed to see in the
newspaper.”
o No harassment, threats, vulgarity, etc.
o Reminder that records may be subject to disclosure in litigation (or
otherwise).
o Disclaimer: you should have no expectation of privacy when it comes to
records involving City business or for communication on City
equipment/systems.
o Your “delete” is not the end of the record.
• “Paperless” Guidelines
o Use the clerk to disseminate information.
o Do not use electronic communication during public meetings.
o Do not “reply all,” forward, or add recipients to email.
o Do not post comments about City business or about issues in which the
City might have an interest.
o Do not email (or otherwise transmit) non-public data.
o Use good practices regarding passwords, physical security, malware
protection, operating systems updates, etc.
o Inform the City Administrator immediately of any breach.
OPEN MEETING LAW
• Potentially implicated for any discussion, in whatever form, of any City
business among enough members to comprise a quorum of a governing body.