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MEMO <br />To: Board of County Commissioners <br />From: Jim Goeben, IT Director <br />Date: April 24, 2017 <br />Subject: Proposed changes to Technology Policy 7.4.1 Stored electronic records <br />The IT Committee recommends changing Technology Policy 7.4.1 Stored electronic records to provide <br />department heads, elected officials, and their designees access to public records created and received <br />by their department/office, without requiring completion of the Request for Access to Network Records <br />form. <br />Below is a DRAFT of the proposed changes recommended by IT and the IT Committee. <br />7.4.1 Stored electronic records <br />All electronic records will be stored in a network storage locationfile share where they will be <br />backed up and protected. IT is not responsible for data not stored on the a network file share. <br />If working on an electronic record not stored on a network file serverfile share (such as on a <br />laptop or a copy of a record stored on the network), the most recentupdated version must be <br />added to the servera network file share at the earliest opportunity. <br />Personal files (not county business) may not be stored on county network storage locationsfile <br />shares or county equipment. <br />IT is not responsible for any personal files, such as photos or music, stored on county equipment, <br />and . any files stored on local or removable storage. <br />7.4.1.1 G drive – Department <br />County eElectronic records that are departmentally accessible will be stored on the department’s <br />network storage locationfile share (G drive). All department personnel have full read/write <br />access to the department drive unless a change is requested by the DH/EO. <br />7.4.1.2 H drive – SecureEmployee <br />Secure Employee’s electronic records will may be stored in the employee’s secure network <br />storage locationfile share (H drive). Department heads/designees will have access to all <br />electronic records of their department personnel, and elected officials/designees will have access <br />to all electronic records of their office personnel, without additional notice to the employee. Only <br />the employee has access to their secure drive; however, as with all documents, these documents