Title
City E-mail and Service Desk Briefing
Recommended Action
Information only. No action requested.
Report
Issue:
Whether to receive information on how to access City E-mail and Service Desk Availability for Commissioners.
Staff Contact:
Jeremy Adams, Service Desk Administrator, 360.753.8774
Presenter(s):
Jeremy Adams, Service Desk Administrator
Background and Analysis:
Why is it required that commissioners use their official City of Olympia e-mail addresses?
Using City e-mail address also serves the critical purpose of complying with Washington state’s public records law. RCW 42.56.010(3) defines a public record as “any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” This includes any and all e-mails you send or receive in your capacity as a Commissioner. This is a critical piece of the City’s commitment to transparency, and use of personal e-mail addresses to conduct City business is a violation of the law that can result in a loss of trust for the City and lawsuits from members of the public entitled to request public records.
Additionally, by using official City e-mail addresses, the City can better protect elected officials, committee and commission members, and City staff from security threats. City e-mail system are designed with advanced security measures that protect against phishing, malware, and other threats. As those threats become more sophisticated, it is important that e-mail communication be done with official City e-mail addresses and not with personal e-mail addresses.
How to Use City E-mail
The City of Olympia maintains a subscription to Microsoft for all elected official, members of Council-appointed committees and commissions, and City staff. These Microsoft tools allow the City to communicate and coordinate efficiently and effectively. Instructions on setting up the Microsoft Office apps (namely, Outlook) for both Android devices and iPhone and iPad devices can be found at <https://support.microsoft.com/en-us/office/set-up-office-apps-and-email-on-a-mobile-device-7dabb6cb-0046-40b6-81fe-767e0b1f014f>.
The City has also implemented Multi-Factor Authentication (MFA) to enhance the security of our data and sensitive information. MFA adds an extra layer of protection by requiring not just a password, but also a second form of verification. By using MFA, we make it much harder for unauthorized individuals to access our systems, even if they manage to obtain your password. This step is crucial in safeguarding our information from malicious activities. Please see Attached document, titled multi-factor authentication setup, for details on how to set-up and use MFA.
Tech Support is Available to Commissioners
If you are ever stuck or need to troubleshoot an issue with your City e-mail or MFA on your phone, tablet, or computer devices, please do not hesitate to call the Information Services team’s Service Desk at 360.753.8774. Staff are available from Monday through Friday from 7am to 5pm (except on City holidays). Let the staff person know that you are a member of the Social Justice & Equity Commission and they can offer one-on-one technical assistance over the phone. That team is a fantastic resource and staff encourage the commissioners to call them with any e-mail issue.
Climate Analysis:
This agenda item is not expected to have an impact on greenhouse gas emissions.
Equity Analysis:
This agenda item is not expected to have a direct impact on equity, but rather the intent is to share information that helps all members of the Social Justice & Equity Commission navigate their City e-mail with ease.
Neighborhood/Community Interests (if known):
Not applicable.
Options:
1. Receive the information
2. Do not receive the information.
3. Receive the information at another time.
Financial Impact:
No financial impact.
Attachments:
Multi-Factor Authentication Set-Up
Microsoft Outlook App Email Setup