07/29/2002 - Minutes rriD.= . -Doti
Minutes of Executive Records Committee Oversight Board
July 29, 2002
Meeting held in Room 542, City& County Bldg, 1:30 P.M.
In attendance:
Ken Cowley Russ Pack
David Oka Jim Lewis
Sonya Skyles Kevin Bergstrom
Steve Fawcett Boyd Ferguson
Jerry Evans Joshua Ewing
Dave Dobbins Steven Allred
Absent: Russ Weeks &Rosalind Newren
Ken Cowley called the meeting to order at 1:40 pm. Minutes of July 10, 2002 were
distributed and read. A motion was made by Boyd Ferguson to approve the minutes and
seconded by Jerry Evans.
A copy of the draft of the Electronic Mail and Electronic Documents Policy, dated
7/22/02 was handed out to each member of the board. A discussion was held on all items
of the draft policy. Of great interest to all was the subject of where the saved emails
would be filed and who would have access to the saved email record. Suggested was the
idea of a"super-user"who would have access to all files. Super-user status would be
given to the City Attorney. Permanent status for email retention was discussed.
All suggested changes were given to Josh Ewing who would revise the policy.
A list of the General Records Committee was distributed and asked for confirmation or
changes to the list.
The meeting was adjourned at approximately 3:15 pm. It was agreed that a meeting
would be held next week to discuss the next draft of the email and electronic documents
policy.