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messages have short-term value based upon the content and purpose of the message. Examples of <br />transitory messages include, but are not limited to, reminders to employees about scheduled meetings <br />or appointments; and announcements of office events such .as holiday parties or group lunches. <br />Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, <br />establish guidelines or procedures, certify a transaction, or become a receipt. Transitory <br />communications are to be retained until obsolete, superseded, or administrative value is lost. <br />Work related text messages that are substantive in nature must be retained per the applicable Florida <br />retention schedule requirements. Questions related to whether a text message is substantive or non - <br />substantive should be directed to the County Attorney <br />8.1 Archiving of Work Related Text Messages <br />In order to comply with public records retention requirements to archive and retain text <br />messages, the County has established systems that employees will utilize when communicating <br />by text. Employees who receive a cellular stipend and use a personal device for work related <br />messaging, are required to install the County specified application on their device and use only <br />that application to send/receive work related text messages so that they are properly <br />archived. Work related text messages may only be sent and received using this application. <br />Employees who have a County issued cellular device will have the text message archiving <br />service added to the County issued cellular device to comply with public records retention <br />requirements. Any questions related to the archiving of text messages should be directed to <br />Information Systems. <br />Employees receiving a stipend and using a personal cellular device, may continue to use their <br />traditional text messaging application for personal text messages and those messages will not <br />be archived. <br />8.2 Public Records Requests <br />In the event that a public records request is made to produce cellular device information <br />relating to County business, the County will provide the applicable records that have been <br />archived from either a County issued cellular device or personal cellular device used for <br />County business. If records exist through a personal cellular device which have not been <br />archived, by the County, it shall be the employee's responsibility to produce any responsive <br />records. <br />9. Discipline <br />All employees must comply with this policy. Employees found in violation of this policy are <br />subject to disciplinary action up to and including termination. <br />60 <br />SECTION <br />NUMBER <br />EFFECTIVE DATE <br />ADMINISTRATIVE <br />Human Resources <br />AM -903.2 <br />5/18/2021 <br />POLICY <br />MANUAL <br />SUBJECT <br />PAGE <br />Cellular Device and Stipend <br />5 of 6 <br />Policy <br />messages have short-term value based upon the content and purpose of the message. Examples of <br />transitory messages include, but are not limited to, reminders to employees about scheduled meetings <br />or appointments; and announcements of office events such .as holiday parties or group lunches. <br />Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, <br />establish guidelines or procedures, certify a transaction, or become a receipt. Transitory <br />communications are to be retained until obsolete, superseded, or administrative value is lost. <br />Work related text messages that are substantive in nature must be retained per the applicable Florida <br />retention schedule requirements. Questions related to whether a text message is substantive or non - <br />substantive should be directed to the County Attorney <br />8.1 Archiving of Work Related Text Messages <br />In order to comply with public records retention requirements to archive and retain text <br />messages, the County has established systems that employees will utilize when communicating <br />by text. Employees who receive a cellular stipend and use a personal device for work related <br />messaging, are required to install the County specified application on their device and use only <br />that application to send/receive work related text messages so that they are properly <br />archived. Work related text messages may only be sent and received using this application. <br />Employees who have a County issued cellular device will have the text message archiving <br />service added to the County issued cellular device to comply with public records retention <br />requirements. Any questions related to the archiving of text messages should be directed to <br />Information Systems. <br />Employees receiving a stipend and using a personal cellular device, may continue to use their <br />traditional text messaging application for personal text messages and those messages will not <br />be archived. <br />8.2 Public Records Requests <br />In the event that a public records request is made to produce cellular device information <br />relating to County business, the County will provide the applicable records that have been <br />archived from either a County issued cellular device or personal cellular device used for <br />County business. If records exist through a personal cellular device which have not been <br />archived, by the County, it shall be the employee's responsibility to produce any responsive <br />records. <br />9. Discipline <br />All employees must comply with this policy. Employees found in violation of this policy are <br />subject to disciplinary action up to and including termination. <br />60 <br />