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Implementation <br /> <br />4. <br />4.1 Authorized Users <br />As required to perform City business, executive directors may authorize individuals, in <br />addition to full-time and part-time City employees, to participate in the City’s electronic <br />mail system(s). An executive director may sponsor an individual to access the City’s <br />electronic mail system(s) by completing and signing the Electronic Mail non-City <br />Participation Request form (see Attachment B) and submitting it to the electronic mail <br />administrator. Such authorizations are limited to the period of the department’s <br />business need. Authorization must be revalidated by the sponsoring department <br />manager at least once per fiscal year. <br />Access Authorization <br />A. <br />An electronic mail user’s executive director may contact the electronic mail <br />administrator to gain access to a user’s electronic mail box to continue the operation of <br />City business. The Authorization for Special Access form (see Attachment A) must be <br />completed and signed by the requesting executive director and submitted to the <br />electronic mail administrator. <br />Dissemination of Electronic Mail Policy <br />B. <br />1. All new users to the City electronic mail system(s) will be notified of this City <br />policy prior to their accessing the system. <br />2. Each existing user of the City electronic mail system(s) will be given a copy of <br />this policy upon approval of the policy or any change in the policy. <br />3. Subsequent reminders on this policy will be periodically transmitted via the <br />system to all City electronic mail system users. <br />Retention Guidelines <br />C. <br />1. All electronic mail messages are considered transitory writing, not public <br />records, and are not retained in the City of Santa Ana’s normal course of <br />business. “Transitory writing” is writing that has no reason for retention after the <br />purpose for which it was created has expired, such as: routing slips, telephone <br />messages, and electronic mail. <br />2. Electronic mail shall not be retained beyond 30 days on the electronic mail <br />server(s). Agencies operating electronic mail servers are responsible for <br />implementing this requirement. <br /> 2 <br /> <br />