On December 19, the Scott County Board of Supervisors voted unanimously to adopt the following language for the information-technology (IT) policy for county staff: "The IT Department will maintain a copy of all e-mails sent or received for a period of three years from the date in which they are sent or received. Records may be retained for a longer time period if it is subject to a litigation hold."
A day earlier, I published an open letter to the board asking it to defer action. (See sidebar.) At the meeting, I was allowed to address the board prior to the vote, and the 14-minute audio recording of that exchange is available below.
Prior to the meeting, I had phone conversations with Chair Larry Minard and supervisors William P. Cusack and Carol T. Earnhardt. On these calls, it was explained to me that "all the important e-mails will be saved." When asked about details - such as who will be determining what e-mails are important - the answers varied from department heads to staff to one or two county attorneys. When pressed what the criteria were for retention past three years, the answers included "We just have to trust staff to know what to do" to "The frivolous e-mails will go." The policies of the State of Iowa and the City of Davenport were cited several times in these phone calls and at the meeting, but no particulars were given. The party line was that these entities destroy old e-mails much sooner than the county was proposing.