RES 83086 - Laserfiche WebLink

The goal of a comprehensive Records Management Program is to control the creation, acquisition, processing, storage and final disposition of all recorded information handled in the course of municipal activity. To be successful, such a program must eventually include all departments and should have the full support of the governing body of the munic- ipality. Implementation of such a program would result in significant savings for the city through: 1. Safe, efficient, low-cost storage of all records in accordance with Federal and State regulations. 2. Rapid access to all active and inactive records. 3. More effective use of present office space and storage facili- ties. 4. Timely disposal of obsolete records. 5. Protection of vital records from loss in natural or man-made disasters. It is recommended that a Records Management Policy be developed and introduced by resolution of the city council. A Records Management Program should then be implemented in several steps: PHASE I - Inventory of Inactive Records A complete physical inspection and inventory of inactive records in the areas visited by RSA is recommended. It will result in a master index of all records listed by records series and the development of approved Records Control Schedules. This will then permit rapid information retrieval and timely elimination of obsolete records according to federal and state regulations. In addition all remaining records will be transferred to standard, low-cost record storage boxes. These containers, used throughout the records management profession, represent the least expensive way to store all types of documents. PHASE II - Design and Installation of a Records Center A secure, low-cost storage facility for inactive records is one of the basic elements of a comprehensive records manage- ment program.