The use of email by government officials often becomes headline news. It is important that city officials and employees keep in mind that emails are like any other public record in that each one, outside of an exception found in KRS 61.878, can constitutes a public record subject to the Open Records Act and the Record Retention Schedule. Misuse of city email not only damages the reputation of the person misusing it, but also greatly damages the reputation of the city and its appointed and elected officials.
As such, cities should have a policy in place that informs employees of what is and is not acceptable. Policies at the least should:
No better time than the present for cities to:
Also keep in mind that as city email should not be used for personal business, city officials should not use theirpersonal email accounts for city business, since again, they are subject to the Open Records Act as well as the Record Retention Schedule. For more information on this topic see the previous Use of Email in City Government article.
For sample personnel policies or more information on this or any other personnel matter, contact Andrea Shindlebower, Personnel Services Specialist, at email@example.com.