Title
Information Technologies Department recommending the Board extend the Sunset Review Date for Board Policy A-21 - Electronic Messaging Retention Policy to October 24, 2027.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
The A-21 - Electronic Messaging Retention Policy was established on June 28, 2022, to provide guidelines for electronic messaging upon implementation of the Microsoft Productivity Suite. It was last modified on October 25, 2022, to match the capabilities of Microsoft retention tools for Outlook and Teams. This item before the Board is recommending an extension of one-year to the sunset date for Board of Supervisors Policy A-21 Electronic Messaging and Retention Policy, to October 25, 2027, to allow Information Technologies sufficient time to work on necessary revisions. No additional changes are proposed at this time.
The redline and clean versions of the policy are attached. The policy was originally reviewed by County Counsel and the Information Technology Steering Committee.
ALTERNATIVES
The Board may choose not to approve the extension of the sunset date, direct staff to make additional modifications, or take no action.
PRIOR BOARD ACTION
Legistar file 22-1068 - June 28, 2022 - The Board approved and established Board Policy A-21 - Electronic Messaging Retention Policy.
Legistar file 22-1695 - October 25, 2022 - The Board approved revisions to Board Policy A-21 - Electronic Messaging Retention Policy.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
N/A
CLERK OF THE BOARD FOLLOW UP ACTIONS
Update the Board Policy Manual to include extension of Policy A-21 for an additional year, and notify all Department Heads, as well as any and all Chairs or staff for applicable Boards, Committees, and Commissions as needed.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Chief Information Officer