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HomeMy WebLinkAbout1996 08 12 Consent Item C COMMISSION AGENDA ITEM C REGULAR CONSENT X INFORMATIONAL August 12. 1996 Meeting MGRI? JJ ,lI/ IDEPT . Authorization REQUEST: City Manager requesting authority to enter into a contract with Florida Data Bank, Inc. to perform Phase I of the Records Management Improvement Program. PURPOSE: The purpose of this agenda item is to acquire Commission authority for the City Manager to initiate Phase I of the Records Management Improvement Program for the Clerk's office. CONSIDERA TIONS: This agenda item is needed to authorize the initiation of Phase I in the three phase program to modernize records management in the City. During the budget discussion the Commission gave tentative approval of the three phase Records Improvement Project with Phase I being initiated in the current budget year. The purpose of the Records Management Improvement Project is to make our Clerk's Office the most efficient and technologically advanced commission records organization in the State through modernization, automation and centralization of records. Page 1 The Records Management Improvement Project will result in the following: a. A City wide filing index system. b. A state approved document retention schedule. c. Micro filing of all permanent records. d. Digitized imaging of all mid range records. e. Elimination of all records according to the approved retention schedule. r. Centralized filing system. g. Off site storage of all permanent records. h. A large reduction in current files and file space requirements. There are three phases in the project that will be completed over four years. Phase I Phase II Phase ill Master Plan Records Reduction Recovery Plan Phase $ 3,990 64,500 22.000 $ 90,490 FUNDING: The cost of Phase I will be funded from General Fund Reserve. IMPLEMENTATION SCHEDULE: Phase I of the project will be initiated immediately upon Commission approval and should be completed by September 30, 1995 RECOMMENDATION: The City Commission authorize the City Manager to initiate Phase I of the Records Improvement Project and enter into an agreement with Florida Data Bank, Inc. In the amount of $3,990 to perform Phase I of the proj ect. ATTACHMENTS: 1) Records Management Schedule 2) Florida Data Bank, Inc. Letter of April 26, 1996 3) Agenda Add-On D of April 22, 1996 4) Agenda Item I of March 25, 1996 COMMISSION ACTION: Page 2 RECORDS MANAGEMENT Task ~ EYJrr ~ ~ TOTAL E.has..e. Requirements I Complete Records Management Study 4,000 4,000 II Complete Records Inventory 1,000 1,000 II Complete Records Destruction 1,500 1,500 II Complete Off-Site Storage of Inactive Records 8,000 8,000 II Microfilm Personnel Files 2,400 2,400 II Microfilm, Scan Minutes,Ordinances, Resolutions 2,500 2,500 I Purchase Optical Character Reader 1 ,400 1 ,400 Microfilm Building Plans 1,700 1,700 Implement Computer Output Microfilm 4,000 4,000 4,000 12,000 Provide Records ManagementTraining 1,000 1,000 1,000 3,000 Purchase Microfilm Reader/Printer 10,000 10,000 Purchase Computer Output Microfilm Reader 3,000 3,000 Implement City-wide Index System 5,000 5,000 Microfilm Remaining Long Term Retention Records 5,000 5,000 Procure Central Files Equipment 8,000 8,000 III Write Data Processing Recovery Plan 10,000 10,000 III Secure Site for D.P. Recovery System 12,000 12,000 4,000 36,500 23,000 27,000 90,500 Consultant Services 4,000 2,000 6,000 11,000 23,000 Records Services Management 20,100 9,000 4,000 33,100 4,000 22,100 15,000 15,000 56,100 Equipment Purchases 14,400 8,000 12,000 34,400 4,000 36,500 23,000 27,000 90,500 Ea$.'~ Ml::t i 1 We::.1'.. i t"'..::.. FDB P.O. Bux 7:37R Winter Haven, Florida 33.'383-737/i 941-297-36Y 1 fax 1141-293-li7ti.'i April 26, 1996 Mr. Ronald W. McLemore City Manager City of Winter Springs 1126 East SR. 434 Winter Springs, FL 32708 Faxed to: (407) 327-6912 Dear Mr. McLemore, Thank you for this opportunity to propose development of a comprehensive records management plan for the City of Winter Springs. ! enjoyed meeting and talking with you and the other staff members, and am very excited about the possibilities of helping you develop a plan for the City. I must say, I am very impressed with the Seminar you conducted for the City Clerk and I am very pleased that you invited me to attend. I'm sure the benefits of that meeting will be visible for many years to come. There is no question in my mind that a great deal can be accomplished towards streamlining and economizing records management functions. I've listed specific goals that j've learned over the years address the key results a comprehensive records program should achieve: 1. retention and disposition of records in accordance with all state and federal requirements: 2, management access to both active and inactive records in an accurate and timely fashion (to include a filing system and consideration of imaging potential); 3. retention of aU records under secure conditions, preventing unauthorized access by both employees and third parties; 4, protection of all records from physical calamity and decay; 5. provision for the timely destruction of records at the end of their retention period in a secure manner; 6. conversion of long term retention records to microfilm; The inregr;l[t~d i\ppn),\(:h to Int'ol'lnatio!1 l\lan:I.\!;l'lll<::nt. _._--,----_..-~_... .. - --.----- ..".Ib,"'" _ ..\t!artta . Baltimore - BO.,!.on - Chic;,)!;o . Cincinnati . l)~lllas - O.,n"I:" Han1()rrl _ HOLl.,tOll - K..lI1sa., Cil\' . l.o., :\nr:;eks - :'-1(.\,' York CiC\'.. Oakland/E;J.sr, g,IY Oral\g't' \ '\lllnr\' _ Orlando - f'hil<ld,:lphi;1 - ['h;),~nix . l'rovir.\CllCc ".-;,lcr.lIn~nl(l - 5'1Il Diei<o :;,111 Fr;tnCl'UJ - :irl<l.los.;, '[':lmp'l' \\',I,llin!{tlJll D.C. - \\,ii:l.illgton '-I I . t; 7 ':' '.f ? 0:2 E 1:1. S'=' Ma i I West. I no::.. f " 2 f: i 7. provision for disaster recovery; and .. 1 ; 8. achievement of these goals in the most cost-efficient manner available. I do not mean to imply that many of these goals are not being addressed now. I merely mean that a plan should exist and that the plan should address these areas. Complete implementation of these goals is a long process. My role as a consultant will be to describe the steps in priority order to achieve an initial partial implementation, together with ongoing technical assistance to achieve a complete implementation within the three year deadline you have established as a goal. For instance, a full disaster recovery plan will require a specialized consulting project for data processing and voice recovery and another for business recovery, if you choose that route. However, vital records protection is within the scope of my initial proposed report. I propose to spend approximately two working days on site collecting data, sampling key record collections and interviewing key personnel. 'will require a staff member both days to assist me with logistics, Prior to data collection I'll discuss logistic requirements with the assigned staff member. I'll also provide that staff member with a list of information I believe is best collected by in-house personnel. May 1 suggest the appropriate staff member is the City Clerk, Margo M. Hopkins. I'll require approximately three to four weeks to review the data and write the plan. The plan will describe in detail steps to be taken to achieve all eight goals described above. Included will be specific recommendations and where appropriate, bid specifications for implementation. I believe my twenty-three years experience working with Florida Public Records (to include working with six Florida Secretaries of State in the Records Program) will provide you an exceptional product Not only am I able to write the plan, but unlike most consultants, I will not then disappear unless you want me to. My company is able to assist with full implementation, providing great consistency in the program. If you allow me, I will transform the records program for the City of Winter Springs into a state of the art, model program that will be the envy of every municipality in Florida. Your ability to provide services to your clients will dramatically improve, At the same time, in house user satisfaction will be complete. Perhaps you would like to discuss my performance with existing clients. City Electric System, Key West, is well into the implementation of a similar plan I've written for them, That agency claims a cost avoidance of $235,000.00 in just one area as a result of my recommendations. The contact person is Ms. Susy Pita, Records Management Liaison Officer, (305) 295-1023. 2 <"" I _ ... .,: _ ~:.: (1 1 : 5 '7 ? ~.r ? 0 J E.:J.s'; M.:1., i I Weost. i nc.. 912145743718 P.12I4 3 Florida Data Bank manages the records of Polk County School Board tc include off-site storage, retrieval, files management, Computer Output Microfilm, 16mm and 35mm source document filming and indexing, optical scanning, system design, tape rotation, vital records protection and a wide. range of consulting services. We have created electronic images that provide OCR search capabilities for their Minutes series. We have microfilmed over five million images and processed thousands of cubic feet of records for them during our four year relationship, They have also recently engaged me under a consulting contract to write specifications for their main frame computer operations. My expertise is very broad. The contact person is Mr. \/Ilard H. Hurst, Assistant Superintendent, Division of Technological Services, (941) 534- 0693. The client I've done the worst job for is the City of Edgewater. The City Clerk, Susan J. Wadsworth can tell you how we correct our mistakes: (904) 424-2400. If you would like additional references, and I have many in all areas of Florida Public Records management, please telephone me at the letterhead telephone number, extension 302, I look forward to hearing from you. My total fee for this service is $3,990.00 inclusive. Sincerely, .. \ ',! \. i, ~ \./ { .....,1 ",1 \ .. , I' ,/, , .\ ('~HII ,{Ll~v'~\ J));V))jO'-"'1 ".. , .~ \ ',' . Steve M. Lewis Vice-President - Government Sector 3 . " ..... '" ..,.. ...., ..,.... --...........,.;,-..... . .; . COMMISSION AGENDA ADD-ON REGULAR CONSENT INFORMATIONAL X ITEM D April 22. 1996 Meeting MGR .k fill /DEPT Pt.;:I. Authorization REQUEST: City Clerk updating City Corrunission on City Clerk's Strategic Planning Workshop which was held on Apri119, 1996. PURPOSE: To inform the City Commission of the City Clerk's Strategic Planning Workshop which was held on April 19, 1996, to help the City Clerk in developing strategies for increasing the efficiency and effectiveness of the operations of the City Clerk's office. CONSIDERATIONS: The City Manager has challenged the City Clerk to develop the beSt and most technologically advanced Clerk's office and Records Management System in the State within five years and encouraged the Clerk to reach out to other Clerks in the State for assistance in developing a plan for accomplishing this goal. On March 25, 1996 , staff provided the Commission with an informational item advising the Corrunission of a Strategic Palnning Workshop for the Clerk's Office scheduled for April 19, 1996. In attendance at the Workshop were: Grace Chewing, City Clerk for the City of Orlando; Gem Zambri, City Clerk for the City ofLongwood; Cindy Bonham, City Clerk for the City of Oviedo; Marsha Stiller, Clerk of Court for Martin County who is a member of the Florida Supreme Court Records Retention and Access Sub-Committees; Steve Lewis, Consultant, from the Florida Data Bank, Inc., and Mr. Lewis' guest, Jim'Dowling. The workshop was a great success. Everyone reported they learned a great deal. ISSUE ANALYSIS: The issue is to help the City Clerk find the best and most effective way of planning the records management for the City of Winter Springs and the best technical system that is available in order for the City of Winter Springs to have the most technologically advanced Clerk's office and records management system in the State. From the Information gained at this meeting, we have been able to establish a clear direction involving the following steps: Management Support Strategic Plan Inventory ImplementationlT raining Disposal of Retention Schedule Process and Disposal Off-Site Storage Mcrofilm and Imaging Establish an Agency Wide Filing System Institute a Vital Records Retention Program Develop and Implement Document Standards Data Process Recovery Plan At the next Conunission Meeting staff will be providing the Conunission with a three year plan to bring the City Clerk's Office into compliance with current law and modern practice of records management with the assistance of a consultant. RECOl\tThIENDATION: None at this time IlVIPLElVIENTATION SCHEDULE: ATTACHMENTS: 1) Prior Conunission item 2) Meeting outline COMlVIISSION ACTION: COMMISSION AGENDA ADD ON ITEM I REGULAR CONSENT l1"ITORl'v{A TION AL X i\tIarch 25. 1996 Meeting MGR';f 0.'71J. !DEPT~.~ Authorization REQUEST: City Clerk advising the Commission of the City Clerk's Strategic Plann_ing Workshop being organized for the Clerk's office. PURPOSE: The purpose of this informational item is to make the Commission aware of the City Clerk's Strategic Planning Workshop planned for April 19, 1996. CONSIDERA nONS: The City Manager has challenged my office to become the best and most technologically advanced municipal records management organization in the State within 5 years. The purpose of the meeting is to share ideas with Clerks who have developed good records management systems that can be used to develop a plan of action for reaching this goal. This workshop will be very much like the very successful workshop we had on Information Systems last month that resulted in us developing a clear direction and consensus for development of an information management system in the City. As with the Information System Workshop, there is no cost for this workshop other than the reimbursement of millage for the participants and lunch. FUNDING: The cost for this workshop should be less than $500.00 and will be charged to the City Clerk's budget, line code 1210-54800 - Promotional Expense. . '. IlVIPLElVIENT A TION SCHEDULE: Following the workshop I will compile a 5 year plan. The plan will be submitted to the Commission as an infonnational item after approval by the City Manager. RECOIVIlVIENDA nON: The Commission accept this informational item and provide any comments the Commission deems appropriate. ATTACHlVIENTS: 1. Letter to be sent out to the workshop participants. . 2. Copy of the Workshop Agenda. COMlVIISSION ACTION: .