HomeMy WebLinkAbout25- City Clerk's VIII
CITY OF SAN BERM .RDINO - REQUEST ► JR COUNCIL ACTION
From: Rachel Clark, City Clerk Subject: A Resolution of the City of San Bernardino,
/ California, Adopting the City Clerk's
Dept: City Clerk's Office IO Office - Records and Information Management
(RIM) Program - Records Retention Schedule -
Date: January 18, 1996 � (,�/_ February 5, 1996 Mayor and Common Council
l �O Meeting
Synopsis of Previous Council action:
None.
Recommended motion:
Adopt resolution.
Signature
Contact person: Rachel Clark, City Clerk Phone: ext. 5002
Supporting data attached: Yes Ward: n/a
FUNDING REQUIREMENTS: Amount: n/a
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
75-0262 Aqenda Item No_
CITY. OF SAN BERN. _RDINO — REQUEST F„oR COUNCIL ACTION
STAFF REPORT
TO: Mayor and Common Council
FROM: Rachel Clark, City Clerk
DATE: February 5, 1996
RE: Adopting City Clerk's Office Records and Information Management Program and Records
Retention Schedule
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CITY OF SAN BERNARDINO - CITY CLERK'S OFFICE
RECORDS & INFORMATION MANAGEMENT PROGRAM
BACKGROUND INFORMATION
Pursuant to San Bernardino City Charter Section 60, the duties of the City Clerk include keeping all official
records and other documents of the Mayor and Common Council properly indexed and open to public
inspection during regular office hours in addition to other duties as required by the Charter, Municipal Code
and State law.
A goal of the City Clerk's Office has been to implement a comprehensive Records and Information
Management(RIM)Program utilizing the latest technological advances to provide systematic and cost-effective
controls of records and information. On August 21, 1995,the Mayor and Common Council approved funding
for the purchase of optical disk systems for the Police Department and the City Clerk's Office. City Clerk
Rachel Clark designated Deputy City Clerk Melanie Vale as the lead person responsible for developing a
comprehensive Records and Information Management Program and appointed a committee to assist Deputy
Clerk Vale in the development of the Program. The RIM Committee, consisting of City Clerk Clark,
Administrative Operations Supervisor Medina, Deputy City Clerk Vale and Lee Gagnon and Cindy Buechter
of the Business Registration Division, has worked as a team to develop the program being presented to you
for your formal approval.
The City Clerk and staff have met with the City Administrator and City Attorney
to ensure that the RIM Program meets all administrative and legal requirements
imposed by various legislative codes. Through these meetings, the RIM
Program has EARNED the full support of both the City Attorney and the City
Administrator. We now request the formal approval and support of the Mayor
and Members of the City Council for this Program.
Attached is a description of the RIM Program.
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75-0264
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SUMMARY OF THE
RECORDS AND INFORMATION MANAGEMENT (RIM) PROGRAM
WHAT IS RECORDS MANAGEMENT?
Records Management is the application of systematic, cost-effective and scientific controls to records and
information required in the conduct of the public's business. Information is the basis of any successful
business operation;therefore,the RIM Program is acooperative undertakingwith responsibilities shared among
staff of the City Clerk's Office.
PROGRAM SCOPE
The RIM Program will apply to all records maintained by the City Clerk's Office. The RIM Program is based
on accepted professional records management standards, applicable California Government and Elections
Codes, applicable San Bernardino Charter and Municipal Code Sections, and on the Records Retention
Schedule approved by the Mayor and Common Council.
PROGRAM GOAL
The RIM Program has been constructed with one goal - "To provide the right information to the right person
at the right time at the lowest possible cost." And will ensure that records of continuing administrative, legal,
fiscal, historical, and research value are preserved and readily accessible, and that records no longer of current
use to the City are properly stored or destroyed.
PROGRAM STRUCTURE
WHAT WILL THE RIM PROGRAM DO FOR THE CITY CLERK'S OFFICE?
1. Improve Records Management:
The RIM Program will improve records management by centralizing storage; improve control of documents
in the data base; provide an opportunity to reduce paper files; allow information to be rapidly transmitted to
individuals or system wide; allow the system to be integrated with other equipment to share network resources
reducing equipment costs;provide a means to obtain information from other electronic mediums by importing
it electronically; and allow for system expansion.
2. Improve Staff Performance:
The RIM Program will improve staff performance by permitting faster identification and retrieval of records.
3. Improve Management Control:
The RIM Program will improve management control by having all users working with the same information
avoiding confusion created by copies of various versions or revisions of a document; establishes security levels
for document access; provides for backup and disaster recovery; deterioration of records is minimized; and
documents have longer archival life.
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HOW IS A RIM PROGRAM DEVELOPED
The following steps are taken in establishing a comprehensive RIM Program: take an inventory of all existing
records; appraise each document type to determine the administrative, legal, fiscal, historical and research
value of each type of document; establish administrative procedures to govern the processing of records;
update the records retention schedule; have the Mayor and Common Council approve the RIM program and
records retention schedule; and have staff commence use of the new records retention schedule.
SUMMARY OF ACCOMPLISHMENTS TO DATE
1. Inventory:
Staff has conducted a COMPLETE inventory of all records in the City Clerk's Office. In the next few months
staff will be conducting a complete inventory of all records maintained in the City Clerk's Office storage
facilities located at the City Yards.
2. Administrative Procedures:
We have created or are in the process of revising all administrative procedures related to records management.
3. Records Retention Schedule:
Staff is ready to implement the records retention schedule once it has received approval from the M&CC.
4. Requests to View and/or Receive Copies of Public Documents:
We have created a procedure and a form to use in requesting to view or to receive copies of public records.
This form will be used to ensure that the proper documents are pulled for each public records request. These
forms will also become a vital tool in statistically tracking research conducted for other city departments and
the public.
PLANS FOR THE FUTURE &
RECOMMENDATIONS FOR RESOURCE ALLOCATION
The City Clerk's Office is aware that establishing a comprehensive Records and Information Management
Program will take many years of dedicated staff time. To that end staff has attempted to identify specific areas
where additional resources will need to be allocated.
1. Document Preservation:
The City Clerk's Office currently has over one hundred and ten (110) years of City minutes, resolutions,
ordinances, and other valuable historical documents which are beginning to be impacted by environmental
conditions. Resources must be allocated for funding a document preservation program for valuable historical
documents.
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2. Vital Record Identification:
In the event of a natural disaster city services could be severely impacted; therefore, a comprehensive plan
should be implemented to protect those vital records which are immediately necessary in the event of a natural
disaster. An example of those records are contracts adopted by the Mayor and Common Council, and records
of businesses registered with the City. A comprehensive vital records program would incorporate plans on
how to restore damaged records, and methods to provide backup records on various types of media, such as
CD-ROM disks.
3. Expand Staff Research Abilities:
The City Clerk's Office recommends that RIM Program "retrieval stations" be installed on each floor of City
Hall for use by other departments.
4 Expand Access to Public Records:
The City Clerk's Office recommends that RIM Program "retrieval stations" be installed in the Lobby of City
Hall, and at the Feldheym Library so that members of the public can more conveniently access public
documents.
5. Future Expansion of RIM Program:
The City Clerk's Office will offer the RIM Program to other City departments who could most easily benefit
from its use due to the large volume of documents they maintain.
Backup Contents:
t. Request for Council Action
2. Staff Report
3. Resolution Adopting the RIM Program and Records Retention Schedule
4. City Clerk's Office Records Retention Schedule
DOCUMENT LOCATION:
RECORDSIRIM Staff Report
Last Updated: 1/25/96
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