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Section I: General Government and Administration <br /> Policy: Email Archiving, Retention and Review <br /> Reviewed by: County Attorney/County Manager <br /> Approved by: County Attorney/County Manager <br /> Original Effective Date: August 1, 2012 <br /> Revisions: <br /> Policy Statement <br /> To implement a system for archiving and reviewing all electronic mails related to County business generated or <br /> received by County employees and County Commissioners using the County's network. <br /> Purpose <br /> To establish the rules for archiving and access privileges for searching and reviewing all electronic mail related <br /> to County business. <br /> Applicability <br /> Applies to all County Departments and County Commissioners using an Orange County e-mail. <br /> Procedure <br /> 1. Email Archiving and Retention <br /> a. Starting July 1,2012 all emails will be archived using the Arcmail appliance or other similar <br /> software or program installed on the Orange County network. <br /> b. All emails saved on the Orange County network prior to the installation of the Arcmail <br /> appliance will be in the Orange County database in accordance with established policies. <br /> c. All emails whether archived through the Arcmail appliance or by other established processes <br /> will be retained for the retention period established in the Orange County Records Retention <br /> Policy. <br /> d. The County Attorney's Office may determine from time to time a retention period for certain <br /> categories of emails pursuant to the Orange County Records Retention Policy. <br /> 2. Access Privileges <br /> a. Designated staff in the Orange County Human Resources Department and the County <br /> Attorney's Office shall have the authority to access emails stored on the County's network <br /> including the Arcmail appliance. <br /> b. Designated staff at the Information Technologies Department shall have administrative access <br /> to the email archival system for the purpose of configuration,trouble shooting, or routine <br /> maintenance. <br /> c. County employees' and County Commissioners' access to archived emails shall be limited to <br /> emails generated and received by the particular individual, unless additional privileges are <br /> granted pursuant to this policy. <br /> d. Except as expressly stated herein, all other requests for access to archived emails should be <br /> approved by the County Attorney and the Human Resources Director <br /> 3. Email Search and Review <br /> a. Employees have no expectation of privacy in their electronic correspondence,and all employees <br /> shall assume that information on the County's network is subject to review by the County <br /> Attorney and/or the Human Resources Director and their designated staff. <br /> 1 <br />