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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.