0167.6 - E-MAIL - PUBLIC RECORDS

There should be no expectation of privacy for any messages sent by e-mail. All e-mail sent or received by any member of the Board in the course of conducting the business of the Board, including e-mail addresses not supplied by the District, shall be provided to the District’s Records Custodian or the District Administrator for preservation. Such records may be subject to disclosure under the Public Records law.

The District Administrator, in consultation with the District Records Custodian, shall devise and develop procedures pertaining to e-mail communications and public records. The custodian shall do the following:

1. develop procedures for collecting, archiving, and cataloging Board e-mail communications
2. develop procedures for reproducing Board e-mail communications to comply with a request under the Public Records law
3. promptly disseminate the procedures for collecting, archiving, and cataloging Board member e-mail communications to each Board member

Board members are required to provide to the Records Custodian all e-mail communications, when sent or received on an e-mail address other than the District provided e-mail address, using the procedure developed by the District Administrator and Records Custodian without regard to whether the Board member believes the communication is subject to disclosure under the Public Records Act.

Prior to the implementation of a procedure for collection of e-mail, all such communications of the Board members must be copied to the Records Custodian or District Administrator.

Board members shall utilize e-mail communication only as described in Bylaw 0167.5.

Each Board member as an elected official is independently required by law to comply with public records requests for e-mail communications sent or received on the Board member’s personal e-mail account, which involves District business.

Revised 2/4/13
Revised 12/5/16

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