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<br />Kittitas County Information Technology | 205 W 5th AVE STE 13 | Ellensburg WA 98926 | 509-962-7510 | http://www.co.kittitas.wa.us <br />MEMO <br />To: BoCC <br />From: Jim Goeben, IT Director <br />Date: 2/9/2022 <br />Subject: Proposed changes to Technology Policy 13.4.5 Text and Instant Messaging <br />In the last few months IT has been made aware of, but has not witnessed, employee use of text and <br />instant messaging for county business, which is not allowed except under emergency circumstances. IT <br />believes there might be misunderstandings or confusion related to county polices about text and instant <br />messaging and would like to ensure all users clearly understand what is expected an allowed. IT has <br />reviewed policy 13.4.5 Text and Instant Messaging and has identified changes that would clarify the <br />intention of the policy. On 2/8/2022 the IT Committee reviewed and approved these proposed policy <br />updates. <br />IT and the IT Committee recommends the board approve the following updates: <br /> <br />13.4.5 Text and Instant Messaging <br />If authorized by your DH/EO, you may use text or <br />instant messaging for communications of minimal <br />retention value on personally-owned cell phones <br />and County-owned cell phones; however, you must <br />delete the transitory communication when it is no <br />longer needed, and you will may be responsible for <br />contacting your service provider to obtain copies of <br />any records responsive to public records requests. <br />Text message primary records that conduct County <br />business (those you send, and those you receive <br />from non-County employees) must be memorialized <br />as they are sent or received. If you must text county <br />business for emergency purposes, or you receive a <br />text message conducting county business, you <br />must memorialize and delete the message as soon <br />as possible after it is sent/received. <br /> <br /> <br />Transitory Records Records with <br />Minimal Retention Value <br />(Transitory Records) <br />Public records that only document <br />information of temporary, short- <br />term value, and provided that the <br />records are not needed as <br />evidence of a business transaction <br />and not covered by a more specific <br />records series. <br />(GS50-02-05 Rev. 12)