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in an electronic communication or via telephone. <br />8.4 Policy <br />Email conducting eewa‡y-County business must be sent and received via _a_¾ <br />County email systemserver.If the-a_eeunty-County email server-system is unavailable and <br />email communication is required to conduct essential eeunty-County business as determined <br />by the DHIEO,staff-emplovees may utilize e‡her-another email systems;however,the email <br />must be feFwaFded-copied to the-a_eeënty-County email server-system at the employee's <br />earliest opportunity and the employee recognizes their-the_email account used may be <br />subject to public disclosure Feques‡sg. <br />Email is a document and is subject to public disclosure laws,documents retention <br />schedules,investigations,and auditing. <br />8.4.1 Security <br />All confidential information (Cateqory [link 7.4.10]3 and 4 data)must be encrypted to be <br />transported outside the eeunty-County Exchanqe email system (e.g.,to a non- <br />co.kittitas.wa.us email address).See KGIT User Wiki -Encrypting a File for LiFT.(GJiS-CJIS <br />5.9 §5.10.1.2) <br />8.4.2 Retention <br />Do not delete email fFem--Outteek-until the email has passed its retention requirement (see <br />the WA State Archives Local Government Records Retention Schedule),then delete it. <br />Email is a public record. <br />Public records must be kept in their original format until they have passed their retention <br />requirement.You may not print and delete email in lieu of retaining the digital email. <br />Records management (the storing and disposition of public records)is the responsibility of <br />each employee.IT is responsible only for maintaining the systems that store records; <br />employees are responsible for manaqement of records stored within the system. <br />8.4.3 County aAccess <br />County email is the property of Kittitas County.Kittitas County reserves the right to access <br />any eeunty-County email for any and all purposes including but not limited to public <br />disclosure,investigations,and auditing.See Technology Policy 7 -Data Management, <br />Access,and Protection.DHIEOs will have access to all <br />electronic records of their emplovees <br />without additional notice to <br />the employee. <br />8.4.3.1 No expectation of privacy <br />Employee shall have no expectation of privacy for materials viewed or stored on <br />eeuntyCounty-owned devices,systems,computers,or servers. <br />38