TC Resolution 19-02 Adopting an Electronic Record Retention Policy for Avon Council MembersRESOLUTION NO. 19-02
ADOPTING AN ELECTRONICS RECORDS RETENTION POLICY
FOR AVON COUNCIL MEMBERS
WHEREAS, the Avon Town Council adopted Resolution No. 03-26 to follow the Colorado
Model Municipal Records Retention Schedule dated January 8, 2003, with any local exceptions
indicated;
WHEREAS, the Avon Town Manager adopted a Town of Avon, Colorado Email Policy on May
1, 2014 which clarifies and defines the Town's municipal record retention policies for e-mails
and other electronic communications but states that the policy "applies to all Town of Avon
employees;" and
WHEREAS, the Town Council finds that the adoption of a policy for electronic records
retention will promote appropriate and beneficial guidance for Avon Council members with
regard to retention of electronic records.
NOW THEREFORE, the Avon Town Council, hereby RESOLVES to adopt the following
Electronic Records Retention Policy:
Electronic Records Retention Policy:
1. This Electronic Records Retention Policy ("Policy") shall interpret and implement
§40.100 Correspondence and General Documentation of the Colorado Municipal Records
Retention Schedule with regard to written and electronic communications by Avon Town
Council members.
2. E -Mails to and from the Town's official server (avon.org) shall be governed by the
Colorado Municipal Records Retention Schedule as adopted by the Town and shall generally be
retained for 2 years for convenience (however, electronic communications with "transitory
value" may be deleted upon reading).
3. E-mails, text messages, voice messages, and other electronic communications which are
not on the Town's official server shall be considered to have "transitory value" and/or shall be
not be considered electronic records retained for record keeping purposes and may be deleted at
any time upon reading or hearing unless such communication is evidence of an official Town
position, action, decision, or interpretation that is binding upon the Town and such
communication is not otherwise documented in Town files or records.
4. Notwithstanding anything in this Policy or any other policy to the contrary, all electronic
communications are subject to "litigation holds" which shall supersede any conflicting policy. A
litigation hold is issued by legal counsel for the Town when litigation is filed or threatened and is
intended to provide notice to those who may possess discoverable documents that such
documents may not be destroyed, including electronic communications.
.1 7m-�,�ON
AD OP ED January 8, 2019 by the AVON TOWN COUNCIL
By: Attest: f.
Sarah Smith Hym 's, ayor Brenda Torres, Deputy To Clerk