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person responsible for the requested records must use his or her best efforts to preserve <br />all City E- Communication covered by the request until the responsive E- <br />Communications have been identified. Requests for disclosure of any City records <br />applicable to E- Conununication or other electronic records of any user subject to this <br />policy shall be submitted to the City Clerk.. <br />C. Confidentiality. <br />1) California law requires that certain information be treated as confidential and not be <br />distributed to others inside or outside the City who do not have authorization to view <br />such information. Council members or Commissioners may occasionally receive <br />confidential electronic information. Some examples of confidential information are: <br />personnel records, internal investigations, information relating to litigation or <br />potential litigation, attorney - client communication, information relating to labor <br />negotiations, or information relating to confidential real estate negotiations. When <br />Council and Commission members receive confidential information, it should be <br />marked "Confidential Information" so that Council and Commission members are <br />alerted to the nature of the information. <br />2) Confidential information should not be sent or forwarded to individuals or entities not <br />authorized to receive that information and should not sent or forwarded to City <br />employees not authorized to view such information. <br />3) Council and Commission members shall exercise caution in sending confidential <br />information by E- Communication as compared to written memoranda, letters or <br />phone calls, because of the ease with which such information can lose confidentiality <br />by inadvertent or intentional diversion or re- transmission by others. <br />4) The City Attorney should be contacted concerning any questions about whether a <br />communication is confidential. <br />V. Compliance with this Policv: It is the responsibility of every user to insure that he or she is <br />in compliance with this Electronic Communications Policy. <br />Council and Commission Electronic Communications Policy <br />Page 4 of 4 <br />28 <br />