Form revised February 4, 2010

FISCAL NOTE FOR NON-CAPITAL PROJECTS

Department:	Contact Person/Phone:	DOF Analyst/Phone:
Legislative	Catherine Moore/684.8805 Kieu-Anh King/684.4678	N/A

Legislation Title:

A RESOLUTION concerning the City’s retention of email; reaffirming the City’s commitment to managing the preservation and destruction of public records in accordance with State records law and the City’s approved records retention schedules; and requesting modification to the City’s email system.

· Summary of the Legislation:

The Resolution requests that the City’s Department of Information Technology (DoIT) adopt systems to provide additional assurances that City email is not purged prior to being actively managed by city staff. The Resolution specifically requests that DoIT accomplish this by implementing a pilot project to extend the Mimosa Data Protection Policy from 14 days to 45 days, for a select group of email users, which would extend the availability of city email correspondence for up to 90 days total, from date of initial receipt.

The City Council requests a final implementation proposal and cost estimate from DoIT in the first quarter of 2012. The short-term pilot project is not expected to have a direct fiscal impact, though the long-term proposal, which has not yet been decided on or developed, will likely involve increased City staff costs and expenses related to email server storage space.

At this time, these exact costs are unknown. The short-term pilot project is intended to provide these estimates.

Existing City policies concerning email retention would not be affected.

· Background:

The Resolution is part of the Council’s ongoing effort to enhance the public’s access to public records. This ongoing effort includes Council’s 2009 actions to implement new record retention policies and regulations that support recommendations in the May 2008 Performance Audit report of the Washington State Auditor’s office concerning open public records practices of 30 government entities.

__X__ This legislation does not have any financial implications.

(Please see notes above.)