RES 83086 - Laserfiche WebLink

INTRODUCTION A brief survey of records storage facilities at the municipal building of the city of Pleasanton was made on March l, 1982 by the principal consultant of Records Systems Associates, Inc. (RSA). The purpose of this survey was to observe current record handling pro- cedures and to determine the volume of active and inactive records now kept in the various areas. Evaluation of the findings by RSA resulted in this report which contains recommendations and a proposal for implementation of basic segments of a comprehensive Records Management Program. If implemented, this program would ultimately bring efficient records management practices to all operating departments of the city. RESULTS OF SURVEY Visits to several areas now used for storage of inactive records showed an estimated total volume of 526 cubic feet. This is the equivalent of 15,780 lbs. or approximately 7.9 tons. Most of these records (346 cubic feet or about 5 tons) were kept in a building at the corporation yard. Containers of all types ranging from steel files and transfer files to odd size cardboard boxes were used to store records. Most containers had been placed on non-standard steel shelves and others were stacked on the floor. A systematic arrangement or an index to the box contents was apparently not avaiiable. The second area visited was a telephone equipment room at City Hall. It contained an estimated 77 cubic feet of records, some in steel files and others in cardboard containers. The third area inspected was in the Engineering and Planning Department. It contained an estimated 205 cubic feet of which about 103 cubic feet (or50%) were deemed inactive. All records in this area were in steel files or standard cardboard boxes. The appearance of all areas visited indicated a lack of policy for the control and coordination of the city's records. RECOMMENDATIONS The responsibility for all record-keeping in municipal government rests with the mayor and council.