FROM:
Innovation & Technology
SUBJECT:
Title
Email Use Policy Update
End
RECOMMENDATION:
Recommendation
Adopt Resolution No. 2025-047, updating the City of Fontana’s Email Use Policy
End
COUNCIL GOALS:
• Operate in a businesslike manner by improving services through the effective use of technology.
• Create and maintain a dynamic team by promoting stability and predictability by providing consistent policy direction.
DISCUSSION:
The City’s current Email Use Policy was last updated in 2008. Since then, the legal, operational, and technological landscape has significantly evolved. The increasing importance of cybersecurity, the use of cloud-based services, and compliance requirements under laws such as the California Public Records Act, the Brown Act, and federal privacy statutes necessitate a modernized approach.
The proposed update reflects best practices and ensures compliance with legal obligations while supporting secure and efficient communication. Key updates include:
• Modernized Language and Structure: Redundant or outdated content has been revised for clarity, and formatting has been improved to increase accessibility for staff.
• Expanded Definitions: Clear definitions have been added for key terms, including “Email” and “Sensitive/Confidential Data.”
• Updated Confidentiality Protocols: Stronger guidance has been added around handling confidential or sensitive communications, including PII and privileged materials.
• Clarified User Responsibilities: Expectations are outlined for use, storage, and retention of email communications, with emphasis on avoiding misuse or unauthorized disclosure.
• Enhanced Security Practices: Reflects current cybersecurity standards for password management, account termination procedures, and proper use of delegation features.
The policy continues to reinforce that email communications are not private and may be subject to review or public disclosure, consistent with legal requirements.
FISCAL IMPACT:
None
MOTION:
Approve staff recommendation.