HomeMy WebLinkAboutCOW 2006-05-08 Item 4C - Council - Use of Groupwise Email and Technology COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION
I CAS NUMBER: 06-055 I ORIGINAL AGENDA DATE: MAY 8, 2006
AGENDA ITEM TITLE Council Technology
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearin Other
ugDote 5 /8/06 AugDate aftg Date MUg Date Mtg Date 2JgDete Mtg D.e
SPONSOR Council Mgyor Arlin Svcs DCD Finance Fire Legal Pe'R Police PIW' 1
SPONSOR'S To discuss issues related to Councilmember use of Groupwise email.
SUALSLARY
RE\LEWED BY COW Mtg. CA &P Cmte F&S Cmte Transportation Cmte
Utilities Cmte Alu Comm. Parks Comm. Planning Comm.
DATE. 3/20/06 4/17/06
RECOMMENDATIONS:
SPONSOR/ADMIN.
Co\LM4TrEE Forward to the Committee of the Whole for discussion consideration
COST FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Continents:
MTG. DATE RECORD OF COUNCIL ACTION
5/8/2006 3
I I
MTG. DATE I ATTACHMENTS
5/8/2006 1 Information memo dated 5/3/06 from IT Manager
Finance Safety Committee Minutes 3/20/06
Finance Safety Committee Minutes 4/17/06
Information memo dated 4/17/06 from IT Manager to Finance Safety Committee
Information memo dated 5/3/06 from Council President Robertson
To:
From:
Date:
Subject:
Mayor and City councilme~
Mary Miotke, IT Manager
May 3, 2006
Council Technology - E-mail
Issue
Allocation of City e-mail address for Councilmembers
Background
In previous meetings, the Council has been advised that the use of personal e-mail
addresses poses certain risks such as potential court review ofpersonal e-mail and
computer records as well as lack of control over adherence to state requirements for
business records retention practices. To address these issues, as well as to consider a
variety oftechnology-based approaches to improve the Council's efficiency and
productivity, the Finance and Safety Committee has been tasked with eXHmining a variety
of technologies, evaluating them, and possibly making recommendations to the full
CounciL While still interested in productivity issues, the primary focus remains finding a
resolution to the legal issues. The first technology issues suggested for consideration
were the allocation of City e-mail addresses for Councilmembers, along with training,
and the development of standard policies and procedures for Council email usage and
archiving.
Discussion History
March 20 - Finance and Safety meeting: Discussion of allocation of City email addresses
for Councilmembers. Options and associated costs provided, based upon ciiy\vide system
currently in use.
March 20 - Finance and Safety meeting: Discussion of training for Council on best
practices for handling City related emaiL Request was made to research best practices of
other cities regarding elected official email, as well as to research existing policy and
procedure through MRSC.
April 17, 2006 - Finance and Safety meeting: Presentation of research findings.
Minutes for all meetings are attached.
Analysis of Options
I Purchase individual email addresses for each Councilmember: Because of the
legal considerations, it was agreed the need exists to get away from
Councilmembers using personal email addresses for City business. It is also
considered more business-like for Councilmembers to use a City email address.
The City would need to purchase additional seats or Group Wise licenses in order
to accommodate the Council's request. An added cost would be the printing
charges necessary to change the email address on business cards. Consensus
existed to purchase 10 GroupWise seats for Council Members. Cost impact:
S 11 00, plus $560 for new busine1>s cards.
2. Purchase additional email addresses to meet the entire City's needs: The City as a
whole is in nee~ of additional seats or Group Wise licenses. The current need is
for 100 additional seats, which would also accommodate the Councilmembers
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request for individual email addresses. Committee agreed to fOTII'ard to COW for
consideration and discussion. Cost Impact: $11,000.
3. Upgrade Group Wise to the newest version, 7.x for just Councilmembers: The
main user interface for Councilmembers will be the remote access portal through
the Internet. This interface has only basic functionality as opposed to full
functionality when accessiog the system from ioside the City's network. The
remote access ioterface is very limited in use. The newest version offers sorting
capabilities, HTML capability, multiple calendaring functions and greater user
capabilities. Even though the purchase of new licenses would be at the newest
version, activating the newest ioterface for just Councilmembers is not a viable
option, as the entire Group Wise system software would need to be upgraded.
New licenses purchased would be downgraded to use the existing version of
software. Not possible; therefore, there is no cost impact.
4 Upgrade Group Wise to version 7.x for entire City staff: This is the only way the
new ioterface would be available for Councilmembers, and the entire City staff
would benefit. Committee agreed to forward to COW for consideration and
discussion. Cost Impact: $18,000.
5 Preparation of policies and procedures on email usage: Additional discussion is
required regarding scope of policies and procedures, to include usage limitations
and prohibited uses, legal issues regardiog confidential use, and communication
between Councilmembers in respect to the Open Meetiogs Act, and other possible
topics. Usiog the policies and procedures found during research, consensus
existed for staff to begin preparation of policies and procedures on email usage.to
include archiving, storage, and retention issues, and to continue research.
Next Steps
In addition to the continued discussion on the scope of policies and procedures, the next
phase of discussion for the committee regardiog Council technology will be focused on
devices, costs, and comparison of options.
Recommendation
This is an informational memo regarding Council email usage. Forward to Committee of
the Whole for discussion.
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TUKWJLA FINANCE AND SAFETY COMMITTEE
March 20, 2006, 5:00 pm, Conference Room #3
MINUTES
ATTENDEES:
Chairperson, Pam Carter, Jim Haggerton, Verna Griffin
Rhonda Berry, Kevin Fuhrer, Mary Miotke, Jane Cantu,
Christy O'Flaherty, Chuck Parrish
1 PRESENT ATfONS - None
2. BUSINESS AGENDA
a. Council Automation, Mary Miotke, IT Manager
*
Council member Carter indicated this topic would be referred to as .Council Technology"
Mary Miotke elaborated on the memos provided in the committee agenda packet regarding allocation of
City email addresses for councilmembers and best practices for city-related em ail. She indicated
additional licenses for Groupwise (the City's email and productivity tool) would need to be acquired. The
latest version of the software which offers enhancements and new features would need to be purchased
as well. The estimated cost, at this time, for the licenses and upgrades is $29,040. The choice to add
upgrade protection would bring the total to $45,840. Additionally, training for councilmembers on best
practices tor handling city. related email would need to be addressed. Mary emphasized the risk of court-
review and public disclosure of personal computer records if City email continues 10 be accessed from
private computers. Rhonda stated the City Attorney has indicated that once the councilmembers have
city-issued devices, such as laptops, records will only be discoverable from that device. While this
concept may be challenged, the City Attorney is confident it would be upheld.
Discussion ensued between the Committee members and staff regarding the pros and cons of council
email addresses. The role of the new council staff person in assisting with technology issues, scheduling,
and records retention was also discussed. The Committee members considered replacing the personal
email addresses of the council with the generic city account of "tukcouncil." This is something that could
be done quickly while other decisions regarding Council technology are being determined. The
Committee determined additional research and recommendations on policies, procedures, and best
practices are required. The members would like to see additional documentation from staff after further
research has been completed.
Fonyard to a future Committee 01 the Whole: Replacinq councilmembers' personat email
addresses with the "tukcouncil" email account and movinq lonyard on the issue of council email
addresses and best practices.
b. General Financial Issues, Kevin Fuhrer, Finance Director
Kevin Fuhrer reported the annual State Auditor's examination of City tinancial records wiil take place at
the end of March, 2006. The auditor wiil be here for a couple of months, and the cost to the City is
$60,000-$70,000. This review is a tinancial and legal compliance audit and will be conducted by an
auditor that has not worked with the City in past years. The State Auditors are focusing on the exit
conference and audit wrap up, and councilmembers wiil be invited 10 attend.
An audit wiil also be conducted this year by WCIA (Washington Cities Insurance Authority), the City's
property and casualty insurance carrier This half.day audit wiil focus on special events conducted by the
Parks & Recreation Department. The State Insurance Commission wiil also conduct an audit of the City's
self-insured medical plan.
Mr Fuhrer also passed out two charts iilustrating the City's sales tax revenue for 2005 by type of
business activity He mentioned the SST (Streamlined Sales Tax) initiative did not pass this year, but has
a good chance of passing next year He indicated that Kathy Rohlena, the Safety and Risk Management
Analyst, has resigned and he will be looking for a replacement.
No Action. Information Onlv.
TUKWILA FINANCE AND SAFETY COMMITTEE
April 17, 2006, 5:00 pm, Conference Room #3
MINUTES
ATTENDEES:
Chairperson, Pam Carter, Jim Haggerton, Vema Griffin
Rhonda Berry, Mary Miotke, Kevin Fuhrer, Pat Brodin,
Peter Beckwith, Jane Cantu, Christy O'Flaherty, Chuck Parrish
PRESENTATIONS - None
2. BUSINESS AGENDA
>/<
a. Council Technology, Mary Miotke, IT Manager
Pam Carter, referenced the memorandum and attachments from Mary Miotke provided in the committee
agenda packet. The documentation provides background information and recommendations for best
practices. At this time the committee is considering Council email options and records retention issues.
Councilmember Carter distribuled a memo she developed outlining possible actions.
The committee members were in favor of acquiring individual em ail addresses for the councilmembers at
this time. The addition of 10 seats or licenses in Groupwise (the City's email program) would be
necessary 10 seats at $11 0 each would incur a one-time cost of $1100.
Mary reminded the committee that the councilmembers would be accessing their email accounts through
a web access portal. This portal has basic functionality and no sorting capability. Council member
Haggerton asked about the enhancements that come with the newer version of Groupwise. Mary stated
that Groupwise 7.0 would have HTML capability, multiple calendars, and greater functionality in the IVeb
portal component of the program.
The city as a whole is in need of additional seats or Groupwise licenses as well as the upgrade to version
7.0. The lotal cost of 100 additional licenses, upgrades for 300 accounts, and Groupwise Media is
$29,040. The councilmembers were in favor of asking the full council to consider the possibility of looking
at a funding source 10 upgrade 10 Groupwise 7.0 for approximately 300 accounts and the acquisition of
approximately 100 additional seats or licenses. The committee members were not in favor of acquiring
upgrade prolection, and Mary concurred.
The committee members would also like the staff to begin preparing policies and procedures on email
usage, to include archiving, storage, and retention issues. They would also like information on the current
practices of the City regarding electronic records. Councilmember Carter requested an informational
memo be prepared outlining the discussions and conclusions from this meeting.
Councilmember Carter indicated the next phase of discussion for the committee regarding council
technology will be on the criteria involving devices, costs, and comparisons of the options.
Committee consensus existed to:
-Forward the issue of acquiring individual email addressesforthecouncilmembers at this time, to include
the purchase of 10 Groupwise seats or licenses at a cost of $1,100, to the May 8, 2006 Committee of the
Whole meeting with a recommendation to approve
-Forward the issue of seeking a funding source for the acquisition of Groupwise upgrades for
approximately 300 accounts and approximately 100 additional seats or licenses for a total cost of $29,040
to the May 8, 2006 Committee of the Whole meeting for consideration and discussion
-Forward the issue of criteria involving council technology to include devices, costs, and comparisons of
options to the May 1, 2006 Finance and Safety Committee meeting for discussion
To:
From:
Date:
Subject:
Finance & Safety Committee
Mary Miotke, IT Manager ~
April 17, 2006 '(II <:7 If v
Council Technology
Issue
This memo is informational and provided as a follow-up to previous committee discussions.
Back!!round
Council has agreed to consider a variety of technology-based approaches to improve the
Council's productivity In previous meetings, the Council has been advised that the use of
personal e-mail addresses poses certain risks such as potential court review of personal e-mail
and computer records as well as lack of control over adherence to state requirements for business
records retention practices. In order to work towards a solution, a sampling of technology
discussion items requiring Council consideration had been offered, and the Committee selected
several items for first steps. The.se items, along with the follow-up action and findings, are listed
below
Follow-upAction
. Research existing policy and procedure for Council email through MRSC
. Survey other cities for best practices regarding Council email
I was able to find several existing policies trom other cities and they are attached for Committee
consideration. I sent an email survey to the Valley Cities group consisting of Aubum, Federal
Way, Fife, Kent, Puyallup, Renton, and Sumner. Responses regarding council email, the
technology used, Council accommodations at City Hall, and the existence of current fonnal
policies and procedures came back from all cities. I have attached a spreadsheet as an overview
of the information received. A Council email policy trom the City of Gold Bar (attached) and
the City of Port Townsend (attached) and several large Council Protocol manuals were available
trom MRSC (not included, but available).
Also attached is a spreadsheet with information trom a survey that went out to the Association of
CountylCity Information Systems (ACCIS) group in 2004 Several cities responded to the issues
of providing laptops and broadband access to Council, other technical devices used, and live
video streaming of Council Meetings.
Current Situation
Several changes have been made in the last month for short-term measures:
. \Ve have made available a city resource laptop for Councilmember Robertson to check
the Council's email on a daily basis trom his home using a dial-up account to gain access
to the web. If the duty of checking Council email should pass to another council
member, the laptop should be transferred as well.
.
Other resource laptops are available in the City Clerk's Office for Councilmembers to
checkout for short-te17ll use when needed.
Councilmember Robertson will move all City of Tukwila business-related documents off
his home computer to the laptop.
Councilmember Robertson will bring the laptop to council meetings to have available for
council use in displaying documents and presentations on the overhead projector and
screens.
Councilmember Robertson has officially changed his published city email address to
TukCouncil@ci.tukwila.wa.us. This option is currently available to all Councilmembers
if they wish to use and share the generic group address instead of a personal email
address. However, changing an email address is a lengthy and involved process when
attempting to notify all contacts. Councilmembers may choose to go through this just
once when the change is made to individual City email addresses.
.
.
.
Recommendations for Best Practices
. Because it is more businesslike for the council to have official City email addresses than
to use personal email accounts, I recommend the Council approve purchasing a block of
additional emaillicenses for the Group Wise system and assign individual City email
addresses to all Councilmembers.
. Council should consider investing in the upgrade of the Group Wise system to make
available a more user-friendly and feature-rich remote interface, which the Council will
ftequently use to conduct City-related business.
. After evaluating copies of Council policy and procedures rrom other Cities, Council
could consider drafting a policy for the City ofTukwila in regard to Internet usage,
electronic correspondence, and archiving procedures for elected officials. Best practices
for compliance of the Open Public Meetings Act should also be addressed in the policy
. I recommend the Council move forward with purchasing basic laptops for council use.
These laptops will not be intended as a permanent, long-term solution to Council
efficiency, but rather as entry-level technical devices to use for one to two years while
other technology devices can be evaluated. As every Councilmember gains experience
with the entry-level laptops, opinions can be fonned as to a technical direction that may
work best and new technology options can be evaluated.
. The Council Administrative Support staff position should be assigned the same laptop as
well in order to provide first-line support and training to Council. This staff person
should also be able to proxy into the Council email accounts for email maintenance and
records retention & archival purposes.
. A location at City Hall could be assigned to Council for laptop docking and work space.
This would allow Council to have workspace with a connection to the City's network
when on campus in order to use the internal Group Wise email interface as well as
provide access to TukNet.
As Council discussion continues concerning technology-based approaches to improve
productivity, I am happy to support your efforts by providing additional information or detail and
answering any questions that may arise.
Valley Cities Survey for Council Technology
April 17, 2006
Valley cities Survey for Council Technology ACCIS
July 2004
4 Lt6L(v-J
.
ADMINISTRATIVE
POLICY A\'\'D PROCEDURE
TITLE,
INTERNET & ELECTRONIC RESOURCES!
EQUIPMENT USE - ELECTED OFFICIALS
SUB.JECT,
ADMINISTRATION
Il'''EX ;-;mmER: 500-03
EFFECTIVE DATE SD'ERSEDES
3/14/03 NEW
1 0 PURPOSE
PAGE OF PREPARED BY'
1 7 SHELLEY COLEMAN
~IAYOR'S APPROYAL
To establish a policy and identify the principles of acceptable use of the internet and other
electronic communications resources/equipment provided for use during hislher term of office for
eleeled officials.
2.0 ORGANIZATIONS AFFECTED
Elected Officials
3.0 REFERENCES
RCW 42.17
RCW 42.30
4.0 POLICY
To enhance Co unci/members' service to the community and their ability to communicate with
staff and the public, the City provides office space, meeting facilities and office equipment for
the use in City business. Each member of Council will receive a City owned laptop with the
necessary software, Internet access and e-mail capabilities. The Information Systems Division
will provide initial installation of software and communications software. Information Systems
will also provide the initial training in the use of computers and reJated software. Only City
owned software will be installed on the laptops.
It is important to note that aI/letters, memoranda, and interactive computer communication (e-
mail) involving City Councilmembers and members of advisory boards and commissions, the
subject of which relates to the conduct of government or the performance of any governmental
function, with few exceptions stated by the Public Disclosure Act (RCW 42.17), are public
records. See section 5.0 Public Disclosure.
When individual Council members have completed their term of office, they will return aI/ City
computers, software, and associated equipment to the Finance Director
4.1 Business Use and Limited Personal Use
The City's electronic equipment and information systems are intended for professional
business use in performing the duties of a Councilmember Limited personal use may
be permitted, according to the following guiding principles:
AD~IL\"ISTR-\m'E TITLE. Th"EX ~O.
POLICY ..,,"m PROCEDURE INTERNET & ELECTRONIC RESOURCES! 500-03
EQUIPMENT USE - ELECTED OFFICIALS
4.1 1 It is incidental, occasional and of short duration;
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4.1.2 It does not result in incremental expense to the City Examples of "incremental
expense' include, but are not limited to:
a) if the City were paying for an hourly "dial-up" connection to the internet,
and a Council member's personal use incurred additional charges;
b) long-distance telephone, cellular phone or fax charges;
4.1 3 It does not solicit for or promote commercial ventures, religious or political
causes, outside organizations or other solicitations not directly related to the
duties of a Council member;
4.1 4 It does not violate the other "prohibited uses' or other specific limitations outlined
in the policy
4.2 Prohibited Uses
The creation, transmission, downloading or storage of any document, data or message
which reasonable can be construed as relating to or promoting the following, are
prohibited:
4.2.1 Discrimination or harassment on the basis of age, race, color, gender, creed,
marital status, national origin, disability or sexual orientation;
4.2.2 Any language and subject matter that is objectionable, offensive, obscene,
threatening or otherwise inappropriate as described in the City's Sexual
Harassment Policy;
4.2.3 Any communication to solicit for or promote commercial or non-profit ventures,
religious or political causes, outside organizations, rumor or slander or other non-
job related solicitations;
4.2.4 Any information that violates copyright laws;
4.2.5 Copying any City licensed computer software for personal use is prohibited;
4.2.6 See also specific prohibitions relating to individual types of system use, below
4.3 Internet Use: Browsing, List-Servs, Newsgroups, etc.
4.3.1 It is the policy of the City to maximize the cost-effective use of its computer
systems as a means to improve efficiency and productivity All Council members
are responsible for using the Internet resources in an effective, ethical and lawful
manner, and in accordance with this policy
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4.3.2 Limited personal use may only consist of browser capability and may not include
ListServs, Newsgroups, Chat Rooms or other capabilities.
4.3.3 Using City equipment or City Internet connection to violate the integrity of another
system (hacking) is prohibited.
4.4 System Security
4.4.1 Acouisition of computer eauipment. All acquisitions of information systems
components will be coordinated through the Information Systems Division. This
includes demonstration hardware and software used for evaluation purposes as
well as products acquired for ongoing use.
4.4.2 Conscientious care. All Councilmembers are responsible to care for the personal
computer system components that they are assigned or using. Councilmembers
are responsible for promptly reporting any equipment, software and data damage
and/or destruction of which they become aware. Any damage caused by
personal use, including repair costs, will be the responsibility of the
Councilmember
4.4.3 Downloadinalinstallinq software (includinq upqrades and screensaversJ. The
City computer system is designed to work in a network environment. Installation
of unauthorized software can result in damaging the integrity of the system.
Council members should not download or install software on any City-owned
computer If additional software is required, a request should be addressed to
the Information Systems helpdesk.
4.4 4 Downloadina files from the Internet. Council members are individually and
directly responsible for checking files for viruses using the latest version of the
recommended virus--checking program. Downloading or uploading files is
restricted to City business.
4.4.5 Unauthorized access. Council members are prohibited from using "loopholes" or
knowledge of a special password to damage computer systems, obtain extra
resources, or to gain access to systems for which proper authorization has not
been given. Councilmembers are responsible for keeping their password
confidential and not sharing it with other users.
4.4.6 Use of aliases. Use of aliases while using the Internet or internal e-mail is
prohibited. Anonymous messages and anonymous newsgroup postings are
prohibited.
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POLICY "''iD PROCEDURE INTERNET & ELECTRONIC RESOURCES! 500-03 4 7
EQUIPMENT USE - ELECTED OFFICIALS
4.4.7 Unlicensed or copied software is prohibited on anv Citv computer No
Council member may use unlicensed or copied software on any City computer
The City shall seek reimbursement from any Councilmember who installs,
downloads, uses or authorizes the use of any unlicensed or copied software on
any City computer, or any fines, costs or other expenses incurred by the City
resulting from such use.
4.5 Computer Printers, Photocopy Machines
4.5.1 Computers & Printers. Councilmembers may use City computers for personal
use if said use meets the criteria outlines in section 4 1 and does not violate
section 4.2 of this policy; said Councilmembers will reimburse the City at the rate
of 25 cents per page for use of City printers.
4.5.2 Photocopv Machines. Council members may use City photocopy machines for
personal use by paying a photocopy charge of 25 cents per page.
4.5.3 Other equipment Except as provided in this policy, Councilmembers will not use
City equipment for personal use. Except as provided herein, in no event shall a
Councilmember take City property to his or her home.
4.6 Information Systems Helpdesk Services
4.6.1 The City of Auburn Information Systems helpdesk is available for help with
technical issues related to the laptop, Intemet connection and related software.
4.6.2 To request help, e-mail helpdesk@ci.aubum.wa.us. A helpdesk representative
wiff contact you within two hours during normal City business hours.
5.0 Public Disclosure
To ensure that business communications submitted to and by elected and appointed officials
comply with the State Public Disclosure Act, RCW 42.17, and the State Open Meetings Act,
RCW 42.30, the following clarifies the responsibility of elected officials:
5.1 Communications - Generally
All letters, memoranda, and interactive computer communication involving City
Councilmembers and members of advisory boards and commissions, the subject of
which relates to the conduct of government or the performance of any governmental
function, with few exceptions as stated by the Public Disclosure Act, are public records.
Copies of such letters, memoranda, and interactive computer communication may not
be provided to the public or news media without the filing of a public disclosure request
with the City Clerk.
AD~IL"ISTRATIVE TITLE:
POLICY ASD PROCEDURE INTERNET & ELECTRONIC RESOURCES!
EQUIPMENT USE - ELECTED OFFICIALS
riDE-X ~o:
500-03
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5.2 Written Communications
Written letters and memoranda received by the City, addressed to a Councilmember or
the Council as body, will be photocopied and provided to all City Council members, and
a copy to the City Clerk to be kept according the City's Records Retention Schedule.
5.3 Electronic Communications
5.3.1 Informal messages with no retention value and that do not relate to the functional
responsibility of the recipient or sender as a public official, such as meeting
notices, reminders, telephone messages and informal notes, do not constitute a
public record. Users should delete these messages once their administrative
purpose is served.
5.3.2 All other messages that relate to the functional responsibility of the recipient or
sender as a public official constitute a public record. Such records are subject to
public inspection and copying.
a) All mail that is received at a Councilmember's City e-mail address will be
duplicated electronically and saved to an archival mailbox and a copy will be
forwarded to the Council Secretary
b) All mail that is sent via a Councilmember's City e-mail account will be
duplicated electronically and saved to an archival mailbox and a copy will be
forwarded to the Council Secretary
c) Information Systems' staff will automatically save the archived e-mail to a
CD according to an established schedule in accordance with State
guidelines. This CD will be given to the City Clerk for record retention
purposes.
5.3.3 E-mail communications that are intended to be shared among four or more
Councilmembers, whether concurrently or serially, must be considered in light of
the Open Public Meetings Act. If the intended purpose of the e-mail is to have a
discussion that should be held at an open meeting, the electronic discussion
should not occur Further, the use of e-mail communication to form a collective
decision of the Council is inappropriate.
5.3.4 E-mail should be used cautiously when seeking legal advice or to discuss
matters of pending litigation or other .confidential' City business. In general, e-
mail is discoverable in litigation, and even deleted e-mail is not necessarily
removed from the system. Confidential e-mail communications should not be
shared with individuals other than the intended recipients, or the attorney-client
privilege protecting the document from disclosure may be waived.
5.3.5 E-mail betv....een Councilmembers and between Councilmembers and staff shall
not be transmitted to the public or news media without the filing of a public
disclosure request with the City Clerk.
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POLICY_-\'~DPROCEDl!RE INTERNET & ELECTRONIC RESOURCES! 500-03 6 7
EQUIPMENT USE - ELECTED OFFICIALS
5 3.6 City e-mail will not be used for personal use, since Councilmembers'
conventional e-mail addresses include the City's "return address:
5.3.7 As a cautionary note, if an elected public official uses his or her personal home
computer to send e-mail dealing with City business, the e-mails and electronic
records may be subject to discovery demands and public disclosure requests.
That possibility amplifies the need for caution in how one uses e-mail for City
business.
6.0 Monitoring, Enforcement and Penalties
6.1 All hardware, software, programs, applications, templates, data and data files residing
on City information systems or storage media, whether City business or personal, are
the property of the City of Auburn. The City retains the right to access, copy and
change, alter, modify, destroy, delete or erase this property without prior notice to
Council members.
6.2 The City retains the right to monitor and audit the use of e-mail and Internet use. The
right to use these technologies does not include the right to privacy
6.3 Deleted documents, messages and data may be retrieved from a variety of points in the
network. Councilmembers should assume that electronic evidence discovery might
recover deleted or unsaved data.
6.4 Councilmembers' use of a personal Internet account on City equipment, is to be
arranged through the Information Systems helpdesk, and is subject to the provisions of
this policy Said Council members should be aware that their personal e-mail and
electronic files could be monitored by the City, and could be reviewed as part of a Public
Records request.
70 PROCEDURE
All Councilmembers shall be required to read the above policy and sign an acknowledgement
that they have read, understand and will comply with this policy
Amm..STRATIVE TITLE,
POLICY "'''D PROCEDURE INTERNET & ELECTRONIC RESOURCES!
EQUIPMENT USE - ELECTED OFFICIALS
Th1)E.X riO:
500-03
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ACKNOWLEDGEMENT
This is to acknowledge that I have read, understand, and will comply with the City of Auburn's Internet
& Electronic Resources/Equipment Use - Elected Officials Policy 500-03.
I understand that failure to follow the provisions of Policy and Procedure 500-03 may result in the City
seeking reimbursement for any fines, costs or other expenses incurred by the City resulting from
prohibited use or damage caused by personal use.
Further, I hereby consent that the City of Auburn or its authorized representative may monitor, review,
and/or copy any information on the electronic data processing system, including the electronic mail
system, whether stored or in transit, at any time, and may, without further notice, disclose such
information to any third party or parties, including government and law enforcement agencies.
Printed Elected Official's Name:
Title:
Elected Official's Signature:
Date:
~to,~
POLICY & PROCEDURE
Subject:
COUNCIL CORRESPONDENCE At'ID AGE!'.'DA
Effective Date Supersedes Page
12/812003
2/111995
lof3
Index: LEGISLA TNE
Number: 800-04
Staff Contact Approved By
B. Walton
1.0 PURPOSE:
To establish guidelines and procedures for correspondence addressed to the City Council
and for the preparation of the Council agenda.
2.0 ORGANIZATIONS AFFECTED:
City Council
3.0 REFERENCES:
Policy and Procedure #800-11, Council E-mail
4.0 POLICY:
4.1 The City Clerk or Council Liaison are authorized to open and examine all mail,
postal and electronic, addressed to the Renton City Council. If the mail is
addressed or e-mailed to the personal attention of one individual Councilmember
only, then the Council Liaison is authorized to open said mail.
4.2 Correspondence relating to or requiring legislative action shall be forwarded to the
City Clerk to be placed on the agenda.
4.3 The City Clerk shall promptly be provided with a copy of all correspondence
brought before the Council during a City Council meeting.
4 4 Correspondence need not be read aloud and in its entirety at a City Council
meeting unless requested by a majority vote of the Council, but the City Clerk
shall indicate in summary form the nature of the correspondence and the name and
address of the sender.
5.0 DEFINITIONS
Correspondence (also referred to as "mail"): Any letter, note, facsimile transmission, e-
mail message, or any other written or electronic transmission of information or data, and
any attachments.
6.0 PROCEDURES:
6.1 Mail shall be opened, datestamped, and logged as required by law Mail
addressed to an individual Councilmember shall be opened and datestamped by
1
the Council Liaison unless it is identified as personal or confidential, in which
case it shall be distributed to the Councilmember unopened. If the
correspondence is not personal or confidential or if it relates to City business, the
Councilmember will transmit all individual correspondence to the Council Liaison
for records retention purposes. If the Councilmember desires action regarding
individually received mail, such as having it listed on the agenda or referred to the
Administration, the Councilmember will directly, or through the Council Liaison,
so notify the City Clerk who will then include the correspondence in the agenda or
refer the correspondence via the referral form, as the case may be.
6.2 Correspondence shall be logged and sorted into four categories.
6.2.1 Informational ~orrespondence that requires no action.
Correspondence shall be acknowledged (optional). Copies shall be
transmitted to Councilmembers with notation reflecting distribution.
Councilmembers may opt to respond personally to the correspondent.
Councilmembers should be careful to respond in a way that does not state
or imply that they speak for the City or for the City Council as a legislative
body
6.2.2 Correspondence that requires administrative review andlor action by
Mayor or City department.
Action: Correspondence shall be acknowledged and referred via referral
form to Mayor andlor appropriate department administrator for review and
report back. Copies of correspondence and referral form shall be
transmitted to Councilmembers. Staff response to correspondence shall be
approved by the Mayor and copy distributed to Councilmembers and City
Clerk.
6.2.3 Correspondence that requires policy decision or approval by City Council.
Action: Correspondence shall be transmitted to the City Clerk to be
acknowledged and included on the Council agenda under
"Correspondence" for approval, denial or referral to Council committee or
the administration. If referred, the City Clerk shall forward the letter,
accompanied by referral form, to the department administrator for
investigation and response or to be scheduled on Council committee
agenda.
6.2.4 Correspondence relating to public hearings or meetings or other items on
the Council agenda.
Action: Correspondence shall be included with the Council packet.
Acknowledgment shall be optional.
6.3 Under item 6.2.3, if the matter is referred to Council committee, the Council
Liaison will notify the correspondent of the committee meeting date and time.
Following final action by Council, the City Clerk will mail the correspondent
notice of final Council action.
6.4 The City Clerk shall regularly follow up on outstanding referrals to the
Administration.
6.5 Any Council requests or referrals to the administration occurring at Council
meetings shall be referred to staff by the City Clerk via the referral fonn for
response.
2
6.6 If a public disclosure request is received by the Council Liaison for Council
correspondence, the Council Liaison shall immediately notify and provide a copy
of the request to Councilrnembers.
7.0 AGENDA PROCEDURES:
7.1 A1l items for inclusion in the agenda shall be delivered to the City Clerk's office no
later than 11 :00 a.m. on the Thursday preceding the reguJar meeting.
7.1.1 Correspondence requesting that an issue be placed on the agenda that is
received after the deadline will he held over until the next regular Council
meeting.
7 1.2 Correspondence reasonably related to a subject that will be on the next
Council agenda shall be transmitted to the Council regardless of the time
or date received.
7.1.3 A member of the public, the Council, or the Mayor may ask that an item
be considered by the City Council even if it is not identified on the formal
agenda by raising the issue during the appropriate time in the order of
business of any meeting (i.e., Audience Corrunent, New Business,
Administrative Report).
7.2 Unless otherwise instructed by the Council President, the City Clerk shall prepare
the agenda.
7.3 Tbe agenda shall be available to the members of the City Council and the public
by three o'clock (3:00) p.m. on Thursday preceding the Monday Council meeting.
7.3.1 In case of special meetings, the agenda will be made available at least
twenty-four (24) hours prior to the meeting. Notice will be provided as
required by law
3
eJ;;:fJ\!J j\J
POLICY & PROCEDURE
Subject:
COUNCIL E-lVlAIL
Effective Date Supersedes
Index:
Number:
LEGISLATIVE
800-11
Approved By
Page
Staff Contact
12/812003
N/A
10f4
B. Walton
1.0 PURPOSE:
To facilitate e-mail communication between and among Councilmembers, City staff,
citizens, and others; to establish procedures for retention of e-mail messages in compliance
with the Public Records Disclosure Act, and to assist Councilmembers in complying with
the Open Public Meetings Act and other applicable laws.
2.0 ORGANIZATIONS AFFECTED:
Legislative, Administrative, Legal and Information Services Divisions
3.0 REFERENCES:
Chapters 40.14, 40.16, 42.17, and 42.30 RCW, WAC 434.12A,
Policy and Procedure #800-04, Council Correspondence and Agenda
4.0 POLICY:
4.1 Public Record. All Councilmembers' e-mail communications in the City-hosted e-
mail system are public records, and must be filed and retained by the City according
to legal retention requirements.
4.2 Public Disclosure. E-mails that are determined to be a public record are subject to
public records disclosure under State law, Chapter 42.17 RCW, unless specifically
exempt by statute.
4.3 Ownership. All Councilmembers' e-mail records generated in the conduct of City
business are the property of the City of Renton and of the public, regardless of the
ownership of the computer hardware or software being used.
4.4 Custody of E-Mail Records. The Council Liaison will maintain custody of City
Council e-mail records relating to City business in compliance with all public
records laws. The Council Liaison will process the messages in accordance with
Council Policy #800-04.
1
4.5 Deletion of E-Mail. Deletion of any public record, including e-mail that has
retention value, which has not been made a part of an approved records management
system, may be illegal in the State of Washington and subject to criminal penalties.
Once an e-mail public record has been made a part of the City's approved records
management system, however, then the electronic version should be deleted after its
administrative use has ended in order to free up computer disk space.
4.6 Open Public lYleetings Act. Councilmembers must exercise caution when directly
communicating with fellow Councilmembers via e-mail, so as to not violate the
Open Public Meetings Act. To avoid a violation of the letter or spirit of the Open
Public Meetings Act, any interactive e-mail (i.e. e-mail requiring or inviting two-way
communication) between or among Council Committee members or a quorum of
members of City Council, must be restricted to matters that are not currently or likely
to come before the Committee or Council. A quorum means four CounciImembers
or t\vo members of any Committee, including every person participating in the
interactive e-mails. Forwarding of informational materials between or among
Councilmembers on a "no comment" or "FYI-onlt' basis is not a violation of the
Act.
4 7 Quasi-Judicial Role of Council. Councilmembers who are serving in a quasi-
judicial role (i.e., land use appeals) must not engage in generating or reading
substantive e-mails concerning the matter on appeal. For purposes of this provision,
a substantive e-mail is one that relates to a matter before the Council while acting in
a quasi-judicial role and has any information other than the scheduling or procedures
of the hearing. Any substantive e-mail received by a Councilmember must, without
review by the Councilmember, be routed to the Council liaison to then be routed to
the City Attorney's office. If the substantive e-mail contains or discusses information
that is within the closed record, it may be considered by the quasi-judicial body and
presented at the hearing. If the substantive e-mail contains or discusses information
that is not within the closed record, the quasi-judicial body may not consider it. In
the event the substantive e-mail contains or discusses information that is both within
and without the closed record, only those parts of the e-mail that relate to
information within the record may be considered by the quasi-judicial body Other
parts must be redacted and may not be considered.
4.8 Citizen Correspondence. Policy and Procedure #800-04, Council Correspondence
and Agenda, applies to e-mail correspondence as well as to other forms of written
communications.
5.0 DEFINITIONS:
5.1 Council "action": "Action" under the Open Public Meetings Act means the
transaction of the official business of a public agency by a governing body including
but not limited to receipt of public testimony, deliberations, discussions,
considerations, reviews, evaluations, and final actions. "Final action" means a
collective positive or negative decision, or an actual vote by a majority of the
members of a governing body when sitting as a body or entity, upon a motion,
proposal, resolution, order or ordinance. RCW 42.30.020 (3)
2
5.2 Electronic Mail (E-Mail) System: A means of creating and sending messages
between computers using a computer network or over a modern.
5.3 E-mail Messages or Communications: Any communication that is broadcast,
created, sent, forwarded, replied to, transmitted, stored, held, copied, downloaded,
displayed, viewed, read, or printed by one or several electronic communications
systems or services. This includes the contents of the communication, the
transactional information, and any attachments associated with such communication.
5 4 Public Records: Any "writing" containing infonnation relating to the conduct of
government or the perfonnance of any governmental or proprietary function
prepared, owned, used, or retained by any State or local agency regardless of
physical fonn or charaCteristics. RCW 42.17.020 (36). (Any e-mail regarding City
business of which a Councilmember is a party, is a public record.)
"Writing" as regards public records, means handwriting, typewriting, pnntmg,
photostating, photographing, and every other means of recording any form of
communication or representation, including, but not limited to, letters, words,
pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic
or paper tapes, photographic fIlms and prints, motion picture, film and video
recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings,
and other documents including existing data compilations from which information
may be obtained or translated. RCW 42.17 .020 (42)
5.5 Public Records Disclosure: Records requests and related process regulated by
RCW 42.17, whereby "each agency .shall make available for public inspection and
copying all public records, unless the record falls within the specific exemptions of
this section or other statute." RCW 42.17.260 (1)
5.6 Records Management & Retention: The City's program for records management,
facilitated by the City Clerk's office and based on Records Management Guidelines
and General Records Retention Schedule issued under the authority of the
Washington State Local Records Committee through the Office of Secretary of State,
Division of Archives and Records Management, in compliance with Chapter 40.14
RCW
57 Quasi-Judicial Role: A quasi-judicial role is one where the Council member is
performing a function as a member of an appellate body, detennining the legal
rights, duties, or privileges of a party to a hearing, or other contested matter, rather
than matters affecting the public as a whole. An example is an appeal from a land-
use ruling.
5.8 Retention Value: The degree of importance attributed to a document measured by
the Records Retention Schedules issued and approved by the Washington State Local
Records Committee, Office of the Secretary of State, Division of Archives and
Records Management.
3
5.9 Transitory Messages: E-mail communications which are a public record, but which
have no state mandated retention value and can be deleted when its administrative
use has ended without being printed and fIled as part of City records management.
6.0 PROCEDURES:
6.1 Councilmember Responsibility Each individual Councilmember is responsible for
complying with laws and regulations that govern City e-mail communications.
Councilmembers are encouraged to send and receive e-mail messages related to City
business through the City Council system. A copy of each such e-mail message sent
and received on other systems must be forwarded to the Council liaison for filing
and retention.
6.2 Council Liaison Responsibility. The Council Liaison will manage and maintain
Council e-mail messages according to law and the City's records retention policies,
and will assist Councilmembers with maintenance of their e-mail mailboxes.
6.3 City Clerk Responsibility. The City Clerk will provide the Council Liaison with
the City's records retention policy
6.4 City Attorney Responsibility. The City Attorney's Office will provide current
infonnation and advice to the Council President, the Council Liaison, and individual
Councilmembers to assist the Council in complying with all applicable laws and
regulations relating to Council e-mail messages.
4
POM Tc){.u;~.~
COUNCIL CORRESPONDENCE PROCEDURE
City Council E-Mail
Each Council member has an individual City e-mail address through Townsend
Communications. The domain name is "ptcitycouncil.org." Individual account
addresses consists of the first initial and last name. Example:
crobinson@ptcitvcouncil.orQ. These addresses are published on the City's web
site and on Council member business cards.
E-mails are forwarded by Townsend Communications to an e-mail address
(usually home) provided by the Council member These e-mails are also
automatically forwarded to the City Clerk's office for public record-keeping
purposes.
Council members may also request that e-mails be distributed to them in hard
copy rather than forwarded bye-mail. Council members may contact the staff at
Townsend Communications (385-0464) for assistance if they wish to set up a
filter system on a personal computer which will enable them to file City business
e-mails separately from personal e-mails.
Because e-mails originating from Council members will not automatically
be forwarded to the City, it is necessary for these outgoing e-mails to be
copied either to the City Clerk's office or to citvcouncil@cLport.
townsend.wa.us (again, for the purpose of public record keeping and to
protect Council members from having to deal personally with public
disclosure requests.)
With few exceptions, communications regarding City business are disclosable
under the Washington Public Disclosure Act. Councilors may wish to set up an
automatic reply note that is included in every e-mail sent out which states: "E-
mail sent and received conceming City business, like written correspondence, is
subject to public disclosure laws and must be disclosed upon request, unless an
exception to disclosure provided by law is allowed. The exceptions to disclosure
are limited and in almost every case, disclosure must be made on requests.
Marking an e-mail or document "confidential" does not make the document non-
disclosable." By routing all e-mail correspondence through the City and by
separating business from personal e-mail, electronic files are centralized so
public disclosure requests can be handled through the Clerk's office. This also
allows Council members to protect personal, non-City business related
correspondence from public disclosure.
The great majority of correspondence to the City Council is received
electronically "Spam" mail that arrives at the general City Council address
(ptcitvcouncil@cLport-townsend.wa.us) is deleted without forwarding (although
Council Correspondence Procedure
1
Updated 12/05
Council members will receive directly any mail addressed to the individual
accounts. )
The Clerk's office tracks Council mail for public disclosure and record-keeping
purposes in the following manner'
1 Council Information Packet
The City Clerk's office will distribute a log of miscellaneous e-mail or written
correspondence addressed to the City Council approximately once a week to
Council members and staff "Miscellaneous" correspondence is correspondence
is correspondence that is unsolicited, general interest e-mail or written mail which
does not directly concern City business; for example, information about non-City
committees and organizations, flyers, or forwarded general information, usually
something that is being distributed by the sender to a wider audience than the
City Council. If this material is received via e-mail, it will be forwarded to
individual Council members. If the correspondence is written, it will not be
copied and forwarded, but will be kept, along with hard copies of the e-mails in
this category, in three-ring binders in the Administration office and in the Council
mail room. Staff will provide copies of any item upon request. (You may simply
circle the item you want on the cover sheet and provide to the City Clerk staff.)
2. Council Correspondence (External)
Letters (including e-mails) from citizens or agencies directly related to City
business will be distributed upon receipt, to the addressee (except as provided in
(4) below). The original correspondence will be filed in the Clerk's office. The
copies distributed will be stamped to indicate distribution (examples of action:
"copied to council" "copied to staff' "included in committee packet" "no reply
needed").
Correspondence will be tracked on a status log which will be updated and
distributed to Council members every two weeks. The log and the original file
are available for viewing at any time. The correspondence status log indicates
whether the letter has been forwarded to a City department, which department,
date offorwarding, and date of reply Replies will be copies to the Clerk's office
and kept in the file with the original letter Council members may request a hard
copy or forwarded electronic copy of any item listed in the log (from the Clerk's
office.)
3 Council Correspondence (Internal)
All internal communication (between staff and Council) will be logged in at the
Clerk's office and distributed to the address(s) (except as provided in (4) below).
The date, sender and topic of the correspondence will be logged in and the log
will be distributed at the same time as the external correspondence status log.
Council Correspondence Procedure
2
Updated 12/05
The original correspondence will be kept in a binder in the Clerk's office for public
review Council members may request a hard copy or forwarded electronic copy
of any item listed on the log, from the Clerk's office.
4 Exceptions to the above distribution procedure.
a. If material is received by City Administration that relates to an
agenda item coming before Council the next week or two, the material may be
held for inclusion in the Council packet; for example, if the public has been
invited to comment as part of a public hearing. If materials are voluminous, the
Clerk may distribute as it is received to allow Councilors more time to review the
material.
b. Material exempt from public disclosure would not be included in
council correspondence (extemal) or council correspondence (intemal).
Council COlTespondence Procedure
3
Updated 12/05
~)&fY~
RESOLUTION NO. 25-03
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GOLD BAR, WASlllNGTON, ESTABLISlllNG A POLICY
FOR DISSEMINATION OF WRITTEN COMMUN1CATIONS
TO Al'\'D FROM CITY COUNCILMEMBERS.
WHEREAS, RCW 42.30, the Open Public Meetings Act (OPMA), requires that
City Council business be conducted in meetings open to the public, and
WHEREAS, e-mail communication is a simple, fast and expedient method of
communication, and
WHEREAS, e-mail and other forms of communication can be used in violation of
the OPMA, and
WHEREAS, serial, interactive communications among Councilmembers may
violate the OPMA,
WHEREAS, the Council desires to meaningfully communicate with each other
and respond to written communications without violating the OPMA, and
WHEREAS, the City Council desires to establish a policy for written
communications between Council and staff and among members of the Council, NOW
THEREFORE,
THE CITY COUNCIL OF THE CITY OF GOLD BAR, W ASlllNGTON,
HEREBY RESOL YES AS FOLLOWS:
IP A0593001.DOC;liOOOM.900000i900000}
- 1-
Section I. CounciImembers shall not send any written communications, including e-
mai1, to more than one CounciImember, except that a CounciJrnember may send written
communication to more than one other CounciImember by submitting it to the City C1erk. The
City Clerk shall include the communication in the next Council packet scheduled for distribution
or at the next Council meeting, whi~hever occurs sooner. The Clerk may delay distribution of a
communication until the Council convenes a meeting, if it appears that distribution in the packet
would violate the OPMA. CounciImembers may send communications to more than one
counciImember without submitting it to the City Clerk if the communication is in response to a
communication from the mayor or staff (outside of a counciJ meeting) to more than one
councilmember.
Section 2. The Mayor and staff may send written communications to any and/or all
CounciImembers. All responses to such communications by a CounciImember shall be included
in the Council meeting packet or distributed at a regular or special meeting of the Gold Bar City
Council.
Section 3. CounciJrnembers may not respond to the author of any counciImember
communication sent to more than one CounciJrnember. The author of the communication may
discuss the communication with no more than one other counciImember, except in an open
meeting that complies with the OPMA.
Section 4. Each written or e-mail counciJrnember communication to more than one
counciImember shall include the following warning:
UI\'DER THE OPEN PUBLIC MEETINGS ACT, CHAPTER 42.30 RCW, IT MAY
BE POSSffiLE TO HOLD A MEETING THROUGH THE EXClIAL"'GE OF
EMAIL OR OTHER WRITTEN COMMUNICATION. TillS ;\IESSAGE IS
SENT TO YOU FOR THE PURPOSE OF PROVIDING Th'FOR;\IATION UNLY;
{P A0593001.1XJC; liOOl>>4.900000j900000}
-2-
TO ASSURE C01\1PLlAt~CE WITH THE OPEN PUBLIC MEETINGS ACT,
RECIPIENTS ARE ASKED NOT TO RESPOJ'l.'D TO THE SE1\'DER Ai'\'D/OR
OTHER IHEMBERS OF THE CITY COUNCIL.
Section 5.
CounciJmembers may communicate with one other CounciJmember
outside of a Council meeting and without first sending the communication to City Hall so long as
the communication is not sent or forwarded to any other member.
Section 6. The purpose of this e-mail policy is to prevent inadvertent violations of the
Open Public Meetings Act and to establish a process whereby written Council communications
are retained at City Hall so that they are readily available for public disclosure as required by the
Public Disclosure Act It is not the intent of this policy to inftinge upon the First Amendment
rights of CounciJmembers to express their opinions and lobby for their constituencies. In this
regard, the sole means of enforcement of this policy shall be the refusal of participating
Councilmembers to read any communications disseminated in violation of this policy
RESOLVED this _I 5th_ day of
March
,2005
APPROVED by the Mayor this _ day of
,2005.
MAYOR, COLLEEN HAWKINS
ATTEST
HESTER GILLELAi'ID, CITY CLERK.
FILED WITH THE CITY CLERK..
PASSED BY THE CITY COUNCIL.
RESOLUTION NO
{P A0593001.DOC; llOOQ44.900000J900000}
-3-
To: City Council
Subject: Evaluation of GroupWise Version 7.0 versus Version 5.5
Date: 5/3/06 C\ /['
From: Dennis RObertsoqzJV~
The City currently uses GroupWise 5.5\VhiCh was last upgraded in 2000. The current,
2006 version of Groupwise that Novel sells is 7.x and it appears to contain many new
features and enhancements that would aid our office-based users, our remote users, and
our IT staff in the administration of the system. However, I limited my comparison to the
remote user features that we Council Members would use from our homes.
Finally, I did not have an actual working copy of GroupWise 7.x to evaluate so I
downloaded the Version 7.x documentation from the GroupWise web site and used it as
my guide to the new features.
First, the WebAccess client has a new look and feel that brings the remote access use
closer to the look and feel of the office (Windows) use. The new features I noticed are:
1. A "Drag & Drop" capability has been added that should dramatically improve the
ease of attaching documents (Word documents, spreadsheets, pictures, etc.) to and
from an email.This is a big improvement because the current method is slow and
clumsy
2. There is now a "Notes" feature that allows a user to send a note to another user
that can be set to appear at a certain date and time on the recipient's calendar.
3 There is now a "Search and Find" feature that can be used to 'find' specific items
in email folders.
4. Email items now have "boxes" that Cml be checked so that 'mass' moves can
happen. This would be very useful in 'deleting' unwanted emails since the V5.5
process for doing this remotely is hideously clumsy and slow
5. A remote user can now check the status of a sent email (within the City system) to
see if it was read, deleted, etc. The sender can actually retract an unread email.
6. The Address Book now can contain many more pieces of information such as cell
phone numbers, zip codes, pager#'s, etc. and these items can be searched so that
an email address can be found even if the name isn't known. The address book
can now contain entries for organizations and resources as well as people.
7 There now is a "Check Lists" as well as a "Task" feature. The Checklist feature
supports folders so emails that we wanted to follow-up on could be added to the
Checklist folder.
8. Remote dial-up performance has been improved because the amount of data
downloaded during an average session has been reduced.
There are probably a lot of other, potentially more beneficial new features, but the above
list is what I found. I've been using the remote capability now for almost a month and I
would personally find the new features very beneficial.