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Orange County Electronic Communications and Public Records Update

Orange County Electronic Communications and Public Records Update. January 15, 2013. Presentation Outline. November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013)

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Orange County Electronic Communications and Public Records Update

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  1. Orange CountyElectronic Communications and Public Records Update

    January 15, 2013
  2. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  3. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  4. November BCC Discussion Mobile Device Inventory Administrative Regulations Proposed Amendments Training Tracking Technology
  5. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  6. Administrative RegulationsProposed Amendments Amendments to 2.06 (public records) Each employee/official is the custodian of his/her own public records ISS is custodian of all telephone call records, transitory land-line voice mail messages, email and other electronic messages sent from county-issued device, phone or computer
  7. Administrative RegulationsProposed Amendments Amendments to 11.06 (land-lines, cellular telephones and other instant communication devices) Train employees before issuing a County mobile device; Criteria for issuance of county mobile device is stated; Reimbursement no longer required for de minimis use; Non-exempt employees must have written authorization and record hours when using County systems to perform work outside of regular business hours; Hands free device required when driving a County vehicle.
  8. Administrative RegulationsProposed Amendments Amendments to both regulations Voice mail messages Intended to be brief, transitory messages; ISS will maintain no longer than 10 days; Employee/official must maintain non-transitory voice mail messages or transitory messages not obsolete in 10 days Personal mobile devices County does not encourage or expect employees/officials to use their own personal device; Employee/official will be responsible to maintain those public records transacted on his/her personal mobile device.
  9. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  10. Administrative RegulationsNext Steps Finalize amendments to Administrative Regulations Place amendments on future agenda Training on amendments will follow approval (5-6 months) Amendments will take effect after training is complete
  11. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  12. Board DiscussionNovember 13, 2012 Consensus on no electronic communication with the public during board meetings Comm. Edwards – on Board days no text communication all day for items on that Board agenda (Comm. Boyd agreed) Mayor Jacobs – use an auto response to alert sender message was not received Comm. Brummer and Thompson – use a jammer on Board dais to block signal
  13. Board DiscussionNovember 13, 2012 Some agreement on clearly separating use of personal devices and county-issued mobile devices Some agreement on amending lobbying ordinance to – Require lobbyists report contact by text message; Fine lobbyist for violations; and Disallow lobbyists from lobbying during Board meetings.
  14. Board DiscussionNovember 13, 2012 The Board directed staff to come back on January 15, 2013 for further discussion.
  15. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  16. Mayor’s Memorandum Jan. 10, 2013 Proposed amendments to lobbying ordinance Requires lobbyist/principal who retains a lobbyist to record telephone lobbying contacts Prohibits lobbying by text messaging, voice mail, instant messaging, and other similar means Allows investigation of any violation of lobbying code
  17. Mayor’s Memorandum Jan. 10, 2013 Prohibits elected officials and their appointed staff from using personal mobile devices or personal email accounts to conduct public business Implementation options Administrative Regulation Resolution of the Board Ordinance
  18. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  19. Board Discussion Amendments to the lobbying ordinance Board action on use of personal devices and email accounts for County business Implementation options Administrative Regulation Resolution of the Board Ordinance
  20. Presentation Outline November 13 BCC Presentation Administrative Regulations Proposed Amendments Administrative Regulations: Next Steps Board Discussion (Nov. 13, 2012) Mayor’s Memorandum (Jan. 10, 2013) Discussion Action
  21. Board Action Direction to draft and advertise an ordinance amending the lobbying code Direction on use of personal devices and personal email accounts for County business

  22. Orange CountyElectronic Communications and Public Records Update

    January 15, 2013
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