Records Commission

AGENDA RECORDS COMMISSION MEETING Thursday, September 21, 2017 2:00 PM Mayor's Conference Room: 8th Floor City Hall I. Call to Order II. Roll Call III. Agenda Updates IV. Approval of Minutes - Thursday, June 22, 2017 V. Old Business - Email Policy - Archive Social VI. New Business - Approval of RC-2 Records Retention Schedules - Annexation - Auditor’s Office - Building Inspection/Code Enforcement - Building Maintenance Department - Canton Community Improvement Corporation - Civil Service Commission - Crime Lab - Collection Systems Department - Department of Development - Fire Department - Information Technology Department - Law Department - Mayor’s Office - Planning Department - Police Department - Purchasing Department - Records Commission - Street Department - Treasurer’s Office - Water Department - Water Reclamation Facility VII. Adjournment Records Commission Meeting Minutes Thursday, June 23, 2017 - 2:00 PM Mayor's Conference Room: 8th Floor City Hall I. Call to Order a. Chairperson Thomas M. Bernabei called the meeting to order at 2:03PM II. Roll Call a. Records Commission Secretary John Highman called roll. The following members were in attendance: i. Mayor Thomas M. Bernabei, Chairperson ii. R.A. Mallonn, II., Auditor iii. Joe Martuccio, Law Director (arrived at 2:05PM) iv. John Runion, Citizen Member v. John Highman, Secretary (non-voting member) b. Others present i. Patrick Barton – Information Technology ii. Pete Tsaftarides– Clerk of Courts iii. Michelle Foster – Crime Lab iv. Christine Bagley – Auditor’s Office v. Devan Weckerly – Mayor’s Office III. Agenda Updates a. There were no updates to the agenda. IV. Approval of Minutes - Thursday, April 28, 2017 a. Discussion: None b. Motion: Mayor Bernabei made the motion to approve the minutes of the April 28, 2017 meeting. Member Runion seconded. The motion passed by a unanimous voice vote. V. Old Business a. Email Policy Secretary Highman noted that the information was sent out about the email policy and there was some confusion within the departments regarding proper procedure. Secretary Highman had a conversation with Member Runion about setting up a notice that has the suggested language for the email policy. Mayor Bernabei noted that the process should be as easy as possible and the department would appreciate the assistance. Secretary Highman proposed having each department have the same language for both their paper and their email policies, for communications and say that anything needed longer for various reasons, it needs to be saved in paper format or kept in some form by the IT department. He also noted that the departments should submit all schedules at the same time, so that the entire City receives approval at once and will be in compliance. Secretary Highman said that there was another issue with the retention schedule approvals by the State. Some schedules have items that have been checked, meaning that it will require an RC-3 to destroy but others do not. In some cases, Records Commission Meeting Minutes Thursday, March 30, 2017 these items are identical. He asked what could possibly cause that discrepancy. This could cause problems in the future. Member Runion noted that a possible cause of that could be the level of detail in the definitions of the items. He used the item “Substantive Communication” it the CCIC schedule. It has the perfect amount of detail. The more broad the definition, the more likely the state will require an RC-3. Secretary Highman noted that in some cases, the schedules are identical. Michelle Foster asked if the crime lab should follow suite and make changes in accordance with the rest of the City Departments. Secretary Highman suggested following the format of the rest of the city departments because the crime lab employees have City email addresses. Member Runion did note that it could be a possibility to submit one RC-3 on behalf of the entire City. Law Director Martuccio asked if a difference in reviewers could lead to different approvals. Member Runion noted that the head of the reviewers now has a staff dedicated to this issue and it could be a possibility. Member Runion will reach out to the state and will develop language regarding email that would make it such that an RC-3 for email would not be required. VI. New Business a. Approval of RC-2 Records Retention Schedules i. Canton Community Improvement Corporation ii. Canton Municipal Court iii. Canton Park Commission iv. Clerk of the Canton Municipal Court v. Division of Motor Vehicles vi. Sanitation Department b. Discussion: None c. Motion: Member Runion made the motion to approve the above RC-2 Records Retention Schedules as submitted. Law Director Martuccio seconded. The motion passed by a unanimous voice vote. VII. Archive Social a. Secretary Highman explained that Archive Social is a company that archives, tracks, monitors, and maintains an entity’s social media accounts. This means that it still tracks and maintains the meta-data of deleted posts and comments because it does this in real-time. Archive Social also services local municipalities, as well as the Department of Justice and the White House official accounts. He also noted that it is a relatively affordable service. The City would fall under either the Economy or Standard package. The Economy package is priced at approximately $200.00 per month. Mayor Bernabei asked what the possible benefits of this service would be. Member Runion stated that if people are sending out information relating to the City offices, and that makes it a public record. So, if someone needed to see certain posts during a certain time, it was not captured and could have legal ramifications. With this service, the City could produce those records. Member Runion noted that the county was looking at this service as well. Patrick Barton asked if the City could go to the social media sites and request the data. Member Runion said that often those sites are very reluctant to turn over that Page 2 of 3  Records Commission Meeting Minutes Thursday, March 30, 2017 information and could delay processes. Secretary Highman also said that the data was owed by the City so that if the City decided to cancel services, Archive Social would not keep any of that data. They are just a tracking service. Law Director Martuccio and Patrick Barton asked if the Administration had social media accounts and if so, how they were used. Devan Weckerly explained that the Mayor’s office had both a Facebook and Twitter account, and that it was used to distribute the following information: press releases, road closures, events, sharing posts from different city accounts, and holiday closures for offices and the sanitation schedule. Patrick Barton asked if Archive Social would capture all City Departments. Secretary Highman said that Archive Social would handle the entire city and explained the breakdown of the different packages. The Economy package is 1,000 new records per month for up to ten accounts for approximately $200.00 per month and the Standard package is 3,000 new records for an unlimited social media accounts for approximately $400.00 a month. Law Director Martuccio said that this service could make the law department’s job easier if they needed to do discoveries related to the police department and potentially the engineering department. Secretary Highman is going to start scheduling presentations for the different departments that utilize social media, to see if this is a service that they feel would be beneficial. VIII. Adjournment a. Member Runion made the motion to adjourn. Auditor Mallonn seconded. The motion passed by a unanimous voice vote. Meeting adjourned at 2:23PM Page 3 of 3