October 2001 Tidemark User's Conference

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Session: Records Management Principles

Presenter : Robert Monzon, City of Pasadena

Date: Wednesday October 3, 2001

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Overseen by the City Clerk Establish by Resolution #6051 Managed by the Records Manager It is a City Wide Program

Pasadena Records Program

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Implementing a Records Program / Identify the need. Gain Knowledge of existing records

keeping practices Identify areas where poor practices

exist.

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Gather Information to Justify the Records Program A. Conduct Preliminary Walk-through B. Identify equipment - filing inches C. Gather copies of reports / forms D. Take Photographs E. Count number of records personnel

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Sell the program / staff it

City Council Management Employees

Establish a committee with representation from legal, financial, and records management.

Consider a consultant Outline duties

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Develop a plan

Organization and Administration Records Retention and Disposition Records Center Operations Records Protection - Vital Records Disaster Recovery Program

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Develop a plan

Microfilming Office layout Employee Education and Training Forms, correspondence, and reports control Archives Program

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Establish your Operating Principles Need for central control Consistency of operations Standardization of equipment Eliminate duplication of records Decide to Centralize or Decentralize

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Initiate the RM Program

Inventory and Appraise your records V - Vital? A - Archival? L - Legal? U - Useful? E - Extra Copy

Establish records retention periods

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Document your Appraisal

Research procedures with counsel Produce full text of all legal

requirements Prepare and index Relate legal requirement to specific

records Submit for legal review Retain legal research

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Your Program is in place

Audit the program in the Departments Apply Technology where feasible

Microfilming Imaging C.O.L.D. Records Center Management Software

NOW WHAT !!!!!

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Microfilming

16mm Role Film 16mm Jackets 35mm Role Film 16mm and 35mm Jackets 105mm fiche 35mm slides Diazo Aperture Cards

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Document Imaging Technology Current Trends Best Practices

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Benefits from Imaging Technology Office Space Saving

Four drawer cabinet holds 10 to 12k pages

One cabinet takes up 10 to 12 sq. ft. Office space is about $12 to $18 per

annum A 40 Gb Hard Drive hold 1,000,000

pages One employee requires between 60

and 120 SF of floor space

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Conclusions

40 Gb of storage could replace 80 file cabinets

80 file cabinets could free up 800 to 1,000 SF of floor space

Enough room for 7 to 16 additional employees

This could save you up to 18k in office rental space

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Final Wrap up

Hand outs Retention Schedule Sample Benefits from Imaging Technology Outline of this presentation

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Thank you !!!

City of PasadenaCity Clerk and Records Management Staff