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CITY COUNCIL OF THE CITY OF PLEASANTON <br /> <br /> ALAMEDA COUNTY, CALIFORNIA <br /> <br /> RESOLUTION NO. 86-531 <br /> <br /> RESOLUTION APPROVING RECORDS MANAGEMENT PROGRAM, PHASE <br /> V, AUTHORIZING A BUDGET AMENDMENT AND APPROVING <br /> AMENDMENT TO EXISTING CONTRACT WITH RECORDS SYSTEMS <br /> ASSOCIATES, INC. <br /> <br />WHEREAS, the first phases of the Records Management Program have <br /> been completed and are being utilized on a continuing <br /> basis; and <br /> <br />WHEREAS, protection of essential records is vital to the survival <br /> and continuity of city government in case of disaster; <br /> and <br /> <br />WHEREAS, Records Systems Associates, Inc. has submitted a <br /> proposal covering the design of a system to identify <br /> vital records and select methods of protection; <br /> <br />NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON <br />RESOLVES AS FOLLOWS: <br /> <br />Section 1: Authorizes an amendment to the 1986-87 FY budget by <br /> $8,120 for designing and selecting the methods for the <br /> Vital Records Protection Program. <br /> <br />Section 2: Authorizes the City Manager to enter into an <br /> amendment to the existing contract with Records Systems <br /> Associates, Inc. to include the following: <br /> <br /> 1. Initiate the formation of a Vital Records Committee <br /> consisting of the heads of all major operating <br /> departments in the City. <br /> <br /> 2. Identify and list vital records series in all city <br /> offices. <br /> <br /> 3. Evaluate risks and protection factors for each <br /> records series with the Vital Records Committee. <br /> <br /> 4. Recommend optimum protection methods. <br /> <br /> 5. Prepare vital records protection schedules and <br /> submit for approvals. <br /> <br /> 6. Train a vital records coordinator to maintain the <br /> program. <br /> <br /> 7. A follow up visit 6-9 months after project <br /> completion to monitor program effectiveness. <br /> <br /> <br />