STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of May 14, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Eibleis Melendez, City Clerk
SUBJECT: Professional Services Agreement with Records Control Services Inc., in the amount of $38,145.91 for the Review and Update of the City of Hercules Records Retention Schedule, Policy and File Management.
RECOMMENDED ACTION:
Adopt a Resolution approving a professional services agreement with Records Control Services (RCS) in the amount of $38,145.91 for the Review and Update of the City of Hercules Records Retention Schedule, Policy and File Management.
BACKGROUND:
The City’s Records Retention Schedule and Records Management Programs was last updated in 2018 by the City Clerk’s Office. At that time the City approved a Records Retention Schedule (Attachment 3) and a Records Management Program Manual (Attachment 4) which provided an overview, guidelines and policies related to all components of records management based on 2018 best practices and current technologies.
A records retention schedule and policy should be reviewed regularly to determine when amendments are needed and to verify that the City is following the current government code and standards. A Records Management Program should not only be reviewed and updated but also needs to meet the needs of the City ensuring that the implementation is practical and efficient. The proposed records management update will provide forward-facing guidelines and policies to manage both physical and electronic documents.
ANALYSIS:
Under this proposed scope of work, Records Control Services, Inc (RCS), will update the City’ Records Retention Schedule, review and recommend improvements to our existing record management policies and procedures, and review of inactive files stored in auxiliary locations.
Records Control Services scope of work also includes meeting with individual departments and providing training to staff and management, which will include a how-to reference booklet for program maintenance and the implementation of a comprehensive file indexing system that will be used consistently throughout the city.
A well-implemented records management program saves money over time. Implementation of this program will improve customer service, increase staff efficiency, make better use of limited staff resources, reduce liability and potentially reduce storage costs. It is recommended that Council proceed with awarding the agreement.
FISCAL IMPACT:
There is sufficient funding in the City Clerk Operations budget to fund the contract starting phase one during Fiscal Year 2023-24 and implementing phase two and three in Fiscal Year 2024-25.
ATTACHMENTS:
Attach 1- Resolution
Attach 2 - Agreement including Scope of Work
Attach 3 – 2018 Retention Schedule
Attach 4 – Records Management Program