Laserfiche WebLink
<br /> <br />4 <br />Sets include the following: <br /> Agenda Packets: Scanned back to 2006, with 2007 forward seeming complete. <br /> Agreements: Intermittently scanned back to 1994, complete scans of all documents are <br />unknown. Approximately 294 agreement sets are in Laserfiche. <br /> Committees: 2006 forward are scanned. <br /> Minute Orders: Scanned back to 2006, with 2007 forward seeming complete. <br /> Minutes: 1990 forward scanned seeming complete. <br /> Ordinances: 1996 forward scanned seeming complete. <br /> Recorded documents: 2000 forward scanned with some earlier documents; complete <br />scanning unknown. <br /> Resolutions: 1998 forward scanned complete; partial scans for 1998, 1997 and 1985. <br /> Housing Loans: 2010 forward scanned seeming complete. <br />Some record series sets may be missing documents to form complete sets. Therefore, all record <br />series should be compared to scanned documents to determine completion. <br />Based on the review, deeds, project and subject files, and various administrative records have <br />not been scanned. These documents should be reviewed for retention status and either purged <br />to inactive storage, destroyed per retention schedules, or scanned into Laserfiche. <br />With continued professional guidance from RCS principals, departments can streamline their <br />records management processes and efficiently respond to requests for information. <br />General Recommendations <br />The goal of a comprehensive records management program is to control the creation, <br />acquisition, processing, maintenance, storage, and final disposition of all recorded information, <br />regardless of form or media, handled during normal business practices. <br />Implementation of such a program would result in significant savings for the City through: <br /> Safe, highly efficient storage and retention of all records in accordance with Federal, <br />State and Local regulations. <br /> Rapid access to all active, semi-active and inactive records stored in offices or off-site <br />facilities. <br /> Immediate reduction of misfiled and lost information. <br /> Cost effective use of prime office and storage space. <br /> Timely disposal of obsolete records through approved retention schedules. <br /> Protection of vital records from natural or man-made disasters. <br />A full RIM program should be implemented in several segments, including: <br />1. Inactive records storage system. <br />2. Active files management with a uniform filing system. <br />3. Records retention management with approved retention periods and schedules. <br />4. Information governance evaluation and needs assessment plan. <br />5. Electronic document management and tracking systems. <br />6. A Vital Records Protection and Disaster Recovery Program. <br />This proposal addresses the electronic document management and tracking component of a <br />comprehensive RIM Program (Segment 5 as listed above). Detailed proposals for other <br />segments can be submitted by RCS upon request of the City. <br /> <br />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2