Records Commission

City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes - Final Wednesday, July 28, 2010 8:50 AM City Hall Records Commission GAHANNA’S VISION is… … to be an innovative model community that values its rich heritage, pursues high standards and promotes respect among its citizens. GAHANNA’S MISSION is… … to ensure an exceptional quality of life by providing comprehensive services, financial stability, and well-planned development which preserves the natural environment, in order that city government will continue to be responsive, accessible and accountable to our diverse and growing community of citizens. All meetings and meeting agendas are subject to last minute changes. Please contact the Clerk’s Office at 614-342-4090 to confirm the date and time of this meeting or to request any special accommodations. Records Commission Meeting Minutes - Final July 28, 2010 A. CALL TO ORDER/ROLL CALL Meeting called to order at 8:52a.m. by Chairman Weber. B. APPROVAL OF MINUTES Motion by Sherwood, seconded by Mumma, to approve the minutes of the May 5, 2010 meeting. Motion carried. C. ITEMS FOR APPROVAL D. ITEMS FOR DISCUSSION 1. E-Mail Archiving Brandon McCorkle was to be present to discuss email archiving. 2. Instant Messaging Brandi Braun was present to discuss Spark; said when Marchese was still IT Director we started with instant messaging with Jabber and then switched to Spark; both instant messaging for internal use; how I understand it is when deployed it was not a public record and not recorded; came to my attention that we are now archiving Spark conversations; asked Montgomery what status was as a public record; Montgomery was told could not be archived so not managed as a public record; but we are archiving it now; I should tell you we started archiving when Reveal was here; unilateral decision that he made; module for archiving was not turned on; McCorkle was told to turn on. Braun continued that we do not have all the information that we need; I use it a lot to contact Mumma if her line is busy; not clog stuff up in e-mail box; some of the stuff can be done with a phone call; Collins wanted a copy of a letter instead of emailing to him, I Sparked him; he accepted and downloaded. Mumma said we should never make policy decisions using Spark; if I transfer a file to you in email it exists on the server. Sherwood said she tried it but it becomes more than what you wanted to do by instant message. There was discussion about getting rid of Spark. Braun said not everyone uses it; personal preference; mostly Directors and Deputy Directors have it. Sherwood said we need to discuss e-mail archiving as a whole; needs to be revision to the schedules. McCorkle was to discuss former employee e-mails; how long do we have to keep; whatever our standard is going to be. Sherwood said we should contact McCorkle and have this discussion first at the next meeting. Weber said we need to discuss changing technology in general and its effects. Braun said she will work on this; is it an acceptable use policy as it relates to instant messaging; may just need to amend policy to cover Spark. Braun said we have tried to train employees to delete personal emails; to get rid of non-city e-mails; record is being stored somewhere else off the hard drive; off the system; limited amount of space. Sherwood said then I misunderstood; I thought he was saying everything was being archived even if we get rid of it. Braun said she does not think they are archived. She will work on this for City of Gahanna Page 1 Records Commission Meeting Minutes - Final July 28, 2010 3. Retention Schedule Additions Service Department - This is for auto, liability, and property insurance policies and insurance claim case files. Motion by Mumma, seconded by Weber, to approve filing for Service Department. Motion carried. Mumma said that parking garage revenue is new. Motion by Sherwood, seconded by Mumma, to approve filing. Motion carried. All Departments - This takes insurance policies off the general schedule for all departments; will be added to departmental schedules as needed. Motion by Sherwood, seconded by Mumma, to approve filing for all departments. Motion carried. Finance Department - Mumma said this basically pertains to land lines as well as cell phones; retain invoices from monthly statements and employee notations of calls that are work-related; especially for IRS records; bill employees for calls that were personal; need to keep these records for seven years. Motion by Sherwood, seconded by Weber, to approve filing. Motion carried. Police Department - Sherwood said this was requested by Lt. Spence; Montgomery told Sherwood she doesn't have enough knowledge of the records; radio and telephone recordings; radio communications, 911 and non-emergency telephone communications; would defer to them; if they want to change it from retaining for 31 days to 3 full calendar years it must be based on a law or something. Weber said we can always have more conversation about this. Motion by Mumma, seconded by Sherwood, to approve filing. Motion carried. 4. Records Copy Fee Schedule Sherwood said in speaking with Montgomery she said the Police Department is charging $5 for CDs and DVDs; we were only charging a quarter. Mumma said two meetings ago there was something that changed that permitted the PD to increase this cost; special extraction cost. Sherwood said she understood that Spence said that extracting information to create these CDs takes a lot of time. It was agreed that the Commission needed to have more information from Lt. Spence. Postpone to next meeting. 5. Red Flag Rules Background Checks It was agreed to postpone the Red Flag Rules and background check discussion until the next meeting. Montgomery will give us legislation and case law updates in writing. E. OFFICIAL REPORTS: 1. From Records Administrator None. City of Gahanna Page 2 Records Commission Meeting Minutes - Final July 28, 2010 F. COMMENTS, ITEMS NTO ON AGENDA None. G. NEXT MEETING The next meeting was set for September 15th at 8:45a.m. H. ADJOURNMENT Adjourned at 9:15a.m. Reported by Donna L. Jernigan, MMC, Sr. Deputy Clerk of Council APPROVED by the Records Commission, this day of 2013. Isobel L. Sherwood, MMC Clerk of Council City of Gahanna Page 3