What Was Done:

Recently the City Human Resources Department began tracking City email addresses in the HR/Payroll system next to an employee's home address. Most employee's with an email address received an email explaining this and confirming the match between their email address and their Human Resource record.

 

Why Was This Done:

Including an employee's City email address in the system makes it easier to communicate directly with employees. In the past we have relied primarily on the US Postal Service using an employee's home address. By leveraging existing City resources we anticipate faster more flexible communication for City business.

 

How Was This Done:

1. Email addresses were extracted from the Email Server.
2. Using unique combinations of first and last names employee records where matched with email addresses.
3. Then the email addresses were added next to home address on the employee's record.
4. Going forward new email addresses will be added as they are created by DOT.Comm or as existing addresses are changed by DOT.Comm.

    

Other Notes:

HR/Payroll records are not dynamically linked to the email server. The email addresses are merely copied into the HR/Payroll system.

The email server does not and will not hold Social Security Numbers.

The email addresses will be used to facilitate communication relating to City business.