Preferred Communications for Official City Business
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Questions and Answers

What is the responsibility of the City Clerk when receiving public records requests?

  • To respond to the request immediately without further review.
  • To send the request to the appropriate department for review and response. (correct)
  • To forward the request to the City Attorney without consulting the department.
  • To deny the request based on personal discretion.

What is the time frame in which public records requests must be acknowledged or responded to?

  • Within one week.
  • Within two business days.
  • Within four business days. (correct)
  • Within ten business days.

Which entity is designated to develop a policy for public records requests specific to police reports?

  • The City Attorney.
  • The City Clerk.
  • The City Council.
  • The Police Department. (correct)

According to the executive order, how does evolving technology impact city communication?

<p>It requires that new channels be evaluated on a case-by-case basis. (B)</p> Signup and view all the answers

Who must all requests for documents be directed to, except for those made to the Police Department?

<p>The City Clerk. (A)</p> Signup and view all the answers

What is the primary purpose of using email or written communications for official City business?

<p>To create and maintain a City-controlled record (B)</p> Signup and view all the answers

Under what conditions may personal email accounts be used for official City business?

<p>When City communication methods are not available or expedient (C)</p> Signup and view all the answers

What type of communications is exempt from the restrictions outlined in the Executive Order?

<p>Text messages between law enforcement personnel (D)</p> Signup and view all the answers

Which of the following statements is true about text messaging for official City business?

<p>Only routine, informational matters should be communicated via text. (D)</p> Signup and view all the answers

What happens to voice mails left on City-provided phones?

<p>They are subject to the same rules as text messages. (A)</p> Signup and view all the answers

Which requirement is placed on emails and written communications related to official City business?

<p>They must be maintained according to a document-retention policy. (C)</p> Signup and view all the answers

What is the requirement for personal text messages used in official City communications regarding essential operations?

<p>They must be maintained and produced under the Act. (B)</p> Signup and view all the answers

Which statement is true regarding routine communications to be conducted through text messages?

<p>They may be deleted at any time. (B)</p> Signup and view all the answers

Flashcards

Public Records Requests

The City Clerk handles public records requests made to any department except the Police Department.

Request Processing

The City Clerk refers the request to the appropriate department for review and response.

Legal Review

The City Attorney is involved if there are questions about withholding records or a decision to withhold them.

Response Time

City officials and employees are required to respond to requests within four business days or provide an estimated response time.

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Police Records Requests

The Police Department has its own policy for handling requests for police reports and other records.

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Official City Business

Official communications conducted using City-provided email or other writing methods. It involves essential City operations and creates a record for transparency and compliance with the Nebraska Public Records Act.

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Personal Email Accounts

Using personal email for official City business is prohibited unless City methods are unavailable or impractical or an approved exemption applies.

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Personal Text Messages

Using personal text messages for official City business is prohibited unless City methods are unavailable or impractical or an approved exemption applies.

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Text Messages for Routine Matters

Text messages from any device (personal or City-issued) should only be used for routine and informational matters (e.g., scheduling and notifications). These can be deleted at any time.

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City-Provided Voice Mails

Voice mails on City-provided devices are considered City records and subject to the Nebraska Public Records Act. These can be deleted at any time.

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Personal Cell Phone Voice Mails

Voice mails left on personal cell phones are treated similarly to text messages. They only become official records if they involve official City business and are not deleted.

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Document Retention

Emails and written communications related to official City business must be kept according to an approved document retention policy and provided under the Act as directed by the City Attorney.

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Study Notes

Preferred Communications for Official City Business

  • Goal: Ensure government transparency and compliance with the Nebraska Public Records Act (Act)
  • Email: Official City business communications should use email or other written communications whenever practical to create a City-controlled record.
  • Personal Email Accounts: Prohibited for official business unless there's no other City method available or an exception is approved. If used, records must be maintained and produced as per the Act.
  • Personal Text Messages: Prohibited for official business unless there's no other City method available or an exception is made. Only appropriate for routine, informational matters (scheduling, notifications) that need timely communication. These messages are deletable. Exceptions apply for law enforcement communications.
  • Voice Mails: Rules are similar to text messages. Those on City-provided phones are considered official records and subject to the Act. These can be deleted.
  • Document Retention: Emails and written communications related to official City business should be maintained based on an approved document retention policy and subject to the Act.

Public Records Requests

  • Requests for departments other than Police: Written to City Clerk.
  • Other departments' requests: City Clerk forwards to appropriate department for review and response.
  • Response Time: Must respond within four business days, or state when a response can be provided.
  • Police Department: Must develop a policy for requests for police reports and other records.

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Related Documents

Executive Order S-28-15 (Revised) PDF

Description

This quiz covers the guidelines for official city business communications as per the Nebraska Public Records Act. Learn about the protocols for using email, personal communication methods, and record-keeping requirements to ensure government transparency. Test your knowledge on the do's and don'ts of government communications.

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