San Mateo County Manager Mike Callagy
San Mateo County Manager Mike Callagy has stopped/paused/delayed this policy from going into effect Feb. 1, 2019. May 1, 2019 is the date it will go into effect unless it is rescinded.
I’ll give just a couple of examples of why this is a terrible policy. San Mateo County’s last election had a tax measure W pass in the last couple of days by about 500 votes with more than 270,000 ballots cast. Several elected officials made public statements including Audit/Recall the elections office and officer. That is pretty unusual, it will be important to go back years to find all communications between the elected officials, county counsel attorneys, Supervisors, Assemblymen, Wordcrafters who communicated about placing Measure W on the ballot in the first place, using public monies to promote it etc.
San Mateo County District Attorney’s Office used as a weapon, falsely charging people: Sheriff Deputy Juan P. Lopez criminal case is a perfect example, you will recall Steve Wagstaffe told the world he smuggled a cellphone and drugs to a gang member in jail. That was a lie from day one,
I said falsely charging people: Jody L. Williams of Las Vegas should be considered. Her case is sealed why? 2007 she was in Las Vegas when Operation Dollhouse netted Carlos G. Bolanos at a single family home which had Human Trafficked Sex Slaves including a minor.
San Mateo County District Attorney’s Office Not charging people: Chinedu V. Okobi Murdered by 5 SMCSO Deputies October 3, 2018.
November 7, 2018 one day after the election Retention Policy par. J
This has felt like one of those runaway train movies. Simply to find out Who put this on the County’s Website, Why was it put on and more importantly How to stop/pause it.
Email messages in a// default folders of a user’s mailbox will be automatically deleted after ninety (90) days. Automatically deleted emails will be accessible in emergency situations for a period of thirty (30) days after they are deleted from the user’s mailbox.
J. E-mail Retention
Email messages are temporary communications and the email system (with the exception of archived email subfolders as set forth below) is not intended to be used as a means of records storage. To the extent that email messages which are generated or received through the County’ s computer systems constitute business records to be retained pursuant to the County’ s (or a department’s) records retention policy, such email messages shall be retained as set forth below. Email messages that do not otherwise serve a business purpose (including, but not limited to, draft communications, administrative communications, etc.) shall be routinely discarded. For that reason, each workforce member who uses the County email system has the same responsibility for their email messages as they do for any document they obtain in the course of their official duties and must decide which communications should be retained for business o legal reasons and which should be discarded. If a workforce member has any questions regarding if an email should be retained as a business record, he or she should seek guidance from his/her supervisor and/or department head who may consult with legal counsel as necessary.
Email messages in a// default folders of a user’s mailbox will be automatically deleted after ninety (90) days. Automatically deleted emails will be accessible in emergency situations for a period of thirty (30) days after they are deleted from the user’s mailbox.
Email messages that constitute records to be retained for business or legal reasons may be saved in excess of ninety (90) days in any of the following ways: (1) saved in Rich Text Format (RTF) or Portable Document Format (PDF) and then transferred to electronic filing systems or other media for long-term storage in accordance with the department’s regular filing and storage procedures; (2) affirmatively “dragged and dropped” or “cut and pasted” into email subfolders created by the user (the user must select the particular retention period that applies to any created subfolders (i.e. one year, two years, ten years, indefinitely, etc.)); or (3) printed in hard copy and filed or stored as appropriate. Any email subfolders created by the user within Microsoft Exchange will, along with the user’s in- box including any migrated mail, count toward the user’s 100GB mailbox space limitation as outlined in Section E of this policy.
Workforce members should seek guidance from their department heads to determine the specific time requirements applicable to records and electronic correspondence generated, received and/or maintained by their department in accordance with their department’s records retention policy. Workforce members are strongly encouraged to review the email content of subfolders on a regular basis and to delete any content for which retention is not required.
Regardless of countywide or departmental records retention requirements, email and other electronic correspondence pertaining to a threatened or actual legal action must be retained until the litigation is concluded. It is the responsibility of the department involved, or County Counsel, to notify ISO in writing, of the need for the hold on electronic communications.
The use or creation of local personal archive files (such as Outlook.pst files) is strictly prohibited and may not be configured on County equipment.
By Michael G. Stogner
