HomeMy WebLinkAbout2005 01 24 Consent 206 utilize the room behind the Commission Dias City's Records Management
COMMISSION AGENDA
ITEM 206
Consent X
Informational
Public Hearing
Regular
January 24. 2005
Regular Meeting
1
IY'
Mgr. / Dept.
Authorization
REQUEST:
The City Manager requesting authority from the City Commission to
utilize the room behind the Commission Dias for upcoming procedures
related to the City's Records Management Program.
PURPOSE:
This Agenda Item is needed to gain City Commission approval to use the
room behind the Dias for procedures related to the City's Records
Management Program.
CONSIDERATIONS:
With the impending training ofthe Records Management CORE Team and
installation ofthe software and hardware related to this project, a couple of
issues need to be explained.
The first Department to have their most important documents scanned into
the LaserFiche system is the Office of the City Clerk. As these are
irreplaceable and vital records (Ordinance, Resolution, Agendas, Minutes,
Agenda Items and Contracts), the City Clerk would prefer that these vital
records be scanned at City Hall. As part of the approved program, a
Consultant will be able to work in-house and work on imaging these
important records.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - JANUARY 24, 2005
CONSENT AGENDA ITEM 306
PAGE 2 OF 2
In order to accomplish this though, we will need a relatively secure
location, as the Consultant may be in the middle of imaging a group of
records at the end of their work day, and it would be unproductive to pack
them up and move them to a different location. This particular portion of
the project could take up to and possibly more than one year's time.
Therefore, as the City Hall expansion is not yet underway, and as there is
currently no available space at all at City Hall, the only place available is
in the Commission Chambers, behind the dais. Up until now, it does not
seem that Members of the City Commission use this space, so we would
like to bring a work table into this area, along with the imaging equipment,
and this is where this work will take place.
One other item needed is to provide a little more security in this area,
therefore we need to be able to make sure that the doors to the "behind the
dais area" can be locked. One problem in the past has been a concern to
Staff is that audio equipment has been altered, which has affected audio
capability during City Commission and Advisory Board and Committee
Meetings, as some other parties have used the Chambers. With working
locks on these doors, this should help secure the imaging area and city
equipment.
RECOMMENDATION:
It is recommended that the City Commission authorize the use of the room
behind the Commission Dias for document imaging for a period of one (1)
year.
COMMISSION ACTION: