07/10/2002 - Minutes In as -obc2
Minutes of Executive Records Committee Oversight Board
July 10, 2002
' Meeting held in IMS offices at 349 S 200 East commencing at 1:30 P.M.
In attendance:
Ken Cowley Jim Lewis
David Oka Kevin Bergstrom
Rosalind Newren Boyd Ferguson
Steve Fawcett Joshua Ewing
Jerry Evans Chad Korb
Dave Dobbins Steven Allred
Russ Pack
Absent: Russ Weeks
Ken Cowley gave an overview of the Mayor's directive to this committee. It is to 1)
develop an e-mail and electronics records policy, and 2) strengthen the current City
Record's committee by expanding the records committee and creating the executive
records committee oversight board.
A committee chaired by David Nimkin received direction and advice from Rocky
Fluhart, Roger Cutler to update our email and electronics records policy as soon as
possible,to keep it simple and the key to success is training. Similar advice was given
from Mark Burns of the State Attorney General's Office and Stuart Preece, State of Utah
Archives was given.
The Records Oversight board made the decision to implement a policy for e-mail only at
this time, and then do the other electronic documents after we have more experience and
feedback for the e-mail policy. It was suggested we begin by naming the various email
categories to determine what is to be kept or not kept. Categories named were 1)
personal, i.e., non-business-related, and non-substantive business-related email, and 2)
substantive business-related email. It was suggested that we define what email to keep,
and all others could then be deleted. A portion of the draft of the State's e-mail policy
was read. A subcommittee was formed consisting of Josh Ewing, Steve Fawcett, and
Boyd Ferguson to write a draft policy to be presented to the rest of the committee for
review.
A discussion was held on whether a person who was carbon copied in an email should be
required to keep the email. It was determined that the sender would make the decision to
keep or not to keep the email. The person to whom it was carbon copied could also make
the decision as whether or not to save the record, and freely delete it.
A discussion of the expanded city records committee took place. Questions were raised
as to the efficiency of having such a large group. It was noted that communication would
be better accomplished with key records personnel in each physical location(such as the
lifeguard program in the City). Subgroups amongst the large records committee could be
formed to work on specific records tasks.
Meeting adjourned approximately 3:30 p.m.