Policy Text
Roll Call Training Bulletin
Produced by:Tim Farrell
Prepared by: Tim Farrell Daniel Hahn, Chief of Police
Volume 60
May 17th, 2018
Revised Records Management Policy
A ll SPD employees were recently required to acknow ledge the City’s revised records management
policy through Target Solutions, whic h includes important new language on the maintenance and retention of
text messages and emails sent through non-city accounts. Highlights of the polic y include the following:
All emails pertaining to City business sent through non-city accounts must be immediately
forwarded to a City of Sacramento email account.
Text messages, depending on content, may have to be produced for public records requests,
litigation, or other inve stigations upon request.
How long do texts need to be retained ? Two years from sending/receiving.
Who stores texts? It is the responsibility of the person who is in possession (regardless if they sent
or received the text) to ensure it is retained for two years.
How are the texts stored? Texts may remain on the user’s device for two years or they may be stored
on their OneDrive – utilizing approv ed extraction software provided by the Office of the City Clerk.
When is a text/email a record? A record includes any writing containing info rmation relating to the
conduct of the public’s business prepared, owned, used, or retained by any state or local agency
regardless of physical form or characteristics.
Examples of texts/emails that w ould be considered records include:
Discussing the collection of evidence at a crime scene.
Giving or receiving a command related to a call for service, investigation, report, etc.
Requesting to go home early, flex, etc.
Examples of texts/emails that woul d NOT be considered records include:
Establishing a Code 7 spot.
Expressing interest in working a different distri ct next year.
Discussing the outcome of the NFL Draft.
Also, keep in mind that…
Any item that is also stated/recorded elsewhere in another acceptable fashion doesn’t need to be
retained. For instance, if an offi cer texted another officer about shell casings he/she recovered – but
also stated the same in their Obs, the text its elf may be deleted. Additionally, a text to your
supervisor advising that you are not working today due to illness woul d not need to be retained if
you also sent the sick notification e-mail to spdsick@pd.cityofsacramento.org .
As long as a message has ANY relevant/recordable in formation, it must be retained. Even if the
message is 99% about what one did over their weekend, if 1% concerns someth ing that pertains to a
work-related event, that message must be retained.
If you have further questions, contact the Professional Standards Unit @ (916) 808-3792