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Minutes of the Regular Meeting of Council <br />Monday, November 17, 2014 <br />Page 13 <br />Mr. Jerome stated, I talked to Joe about it. I am a big supporter of it. From a professional <br />standpoint, most communities out there have uniform a-mail addresses. <br />Mr. Saponaro asked, does the device become susceptible to exam? <br />Mr. Diemert replied, it can. Even if you had your own e-mail through the Village but you still <br />ran it through your laptop, there's the potentiality they would want to see your hard drive to <br />determine what you have deleted over the years. We have big restrictions on electronic <br />discovery. You have to go through a lot of listings of what is protected and what is not. To <br />avoid all that, you separate your devices. One of our communities adopted a policy where any <br />time you send any e-mail it goes to a public records administrator in the Village which we have <br />here. They are copied on everything. They have to be careful of protecting that information so if <br />there is discovery we can say I have done nothing on this that has not been copied to the <br />Mayfield Village administrator of public records. <br />Mr. Saponaro stated, we need more guidance on what we can do, what we should or should not <br />do. The whole point is not to subject our personal or other business interests to public records <br />requests. <br />Council President Buckholtz recommended we convene an IT Committee. <br />Mr. Marne asked, if there were Village-issued I-pads to everyone on Council, that would <br />eliminate the possibility of someone getting into your private or business a-mail? <br />Mr. Diemert replied, they are never allowed to get in to your private e-mail. They can get into <br />your private computer if you are using both. <br />Mr. Marne stated, that's what I meant to say. <br />Mr. Saponaro asked, does the municipal league you are in discuss this policy in particular? <br />Everyone can't be walking around with three electronic devices. Can you get some information <br />on that? <br />Mrs. Betsa replied, I have some information that I can share. <br />Mr. Marquardt stated, Joe already suggested the effective method. Keep a copy in a central <br />location. If someone wants to do discovery, it's all there. You don't have to go to everyone's <br />individual unit. <br />Mr. Saponaro stated, a central location does not stop someone from making a records request and <br />going after it anyways. <br />Mr. Diemert stated, say there was a public records request for all e-mails you wrote relating to <br />Planning Commission at any time on any subject. If you deleted it from your computer and there <br />