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Bennington Township
Shiawassee County
5849 S. M-52 
Owosso, MI
48867-9280

Townhall Address
5849 S. M-52
Owosso, MI

Phone: (989) 723-5555
Fax:      (989) 725-2372

Process & Procedures - email


This page documents the Bennington Township Web site administrative controls and process for managing the email accounts.

The process includes:

 

Who is authorized to request an email account?

 

 

Initially, only the Bennington Township Board members.

 

 

 

 

 

What can the email account be used for?

 

 

The email account can be used in support of Bennington Township business and is subject to all the same laws and retention criteria as if it were a paper correspondence.

 

 

 

 

 

What to do if an unauthorized person gains access to your email account?

 

 

Immediately contact the Web Site Support on the Officials page to have the email ID suspended.

 

 

 

 

 

How much email storage comes with the email box?

 

 

The initial storage is 100 Megabytes per user.  This number can be changed based on business need.

 

 

 

 

 

Who establishes and initializes the email accounts?

 

 

The Bennington Township Web site support as listed on the Officials page.

 

 

 

 

 

Can the email be viewed from both the web and on a PC?

 

 

Yes, but typically one or the other.  When viewing from a Personal Computer(PC), you can download the emails to your PC and automatically delete them from your in box on the email server.  When you delete them, they are no longer viewable on the web.  If you view them on the web and do not delete them, then they will be viewable and downloadable to your PC.

 

 

 

 

 

Where is the email server located?

 

 

The email server is a shared resource that is purchased from a commercial web hosting company.  The physical location of the email server can be virtually anywhere in the world. As of this writing, it is located in Broomfield, Colarado.

 

 

 

 

 

Does the use of email conform to the Michigan Open Meetings Act?

 

 

The Open Meetings Act (OMA) provides requirements over and above those pertaining to a particular board or public body. Under the act, the township must precede all board meetings with a public notice.  This applies even when the board does not intend to make final decisions.  Any time a quorum of the board is present (three members of a five-member board, and the board is deliberating, discussing or making decisions, the board must comply with the provisions of the OMA.  The act requires keeping minutes, allowing the public to speak and prohibits the board from going into a closed session, except for very narrow purposes.

 

With the above in mind, the use of email conforms to the OMA, according to the Michigan Townships Association, as long as the emails are not "deliberating, discussing, or making decisions" with a quorum of the board members.

 

 

 

 

 

How do I find the email addresses of the Township Officials

 

 

Not all township officials have an email address and not all the township emails addresses are posted for general use. The email addresses that are available are linked to the person's name on the Officials & Twp. Personnel page. If the person has an email for general communication purposes, just click on their name to launch the email form.

 

 

 

 

 

What if the email account is being abused by people sending non-relevant information?

 

 

We may need to change email accounts periodically or investigate additional spam filters to stop unwanted emails. There are no filtering settings to control “spam” emails on the email server.

 

 

 

 

 

Are the emails virus scanned?

 

 

Yes, the email service does have anti-virus software installed on the mail server. There are no options in the control panel to adjust how the anti-virus software operates. For security purposes, the email provider is not disclosing which anti-virus product(s) they have implemented, nor will we be notified if they change from the current software to another.

 

 

 

 

The Bennington Township email management practice should match the same business practice and record retention criteria per the applicable schedule for that type of record - the same as if it were a paper ("hard copy") record.  It is the message, not the medium, that determines the applicable record retention period.

For those email records that contain information not classified as ACT, which means Active or “until no longer needed for convenience of reference”, it is recommended that the email be converted into a paper record and the paper record be considered the official record-copy for retention purposes.  The original email then becomes the “word processed copy” and can be classified as ACT and deleted when no longer needed.

 


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