Agenda - Council - 09/25/2001 - Laserfiche WebLink

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PC CASE AUTHORIZE HIRING OF RECORDS RETENTION CLERK By: Rhonda Heryla, Human Resources Manager Background: On December 12, 2000, the City Council authorized the recruitment of a Clerk II (Records Retention Clerk) for a newly created position in Administration. The position was posted internally followed by an external posting where 83 applications were received by the deadline. Because the requirements for the position are fairly specialized, staff, offered interviews to two applicants with records management degrees and experience. One applicant came in for an interview on September 13, 2001. The interview panel consisted of the Assistant City Administrator, the City Clerk, and the Human Resources Manager. Based on the panel's recommendation, staff is recommending Troy Hildebrant for the position of Clerk II. Observations: The primary objectives of the Clerk II position is to perform specialized records management work and analysis and to provide clerical and administrative support to the City Clerk. The time required to organize, inventory, and store City documents is significant but would greatly help staff and residents looking for information. Staff has visited two other communities and has communicated with others to discuss records management systems and formulate a plan for the records of the City of Ramsey. There are basically four areas, or stages, of implementing the records management system for the City. First of all, order needs to be established for the boxes, files, and binders of information found throughout the City. Other cities have suggested that this task begin with one department at a time, working backward from 2001, starting with records that are most frequently used. This project will require adequate space to spread out, and the current plan is to utilize some space in the basement of City Hall for this purpose. Secondly, each document or file needs to be inventoried and labeled according to its content. An indexing system needs to be established to determine how to label and catalog each document or file. As a part of this step, the documents will be reviewed in relation to the City of Ramsey Records Retention Schedule and set aside for destruction if necessary, Thirdly, the organized documents need to be filed or stored on shelving units, in file cabinets, or in a computer format based on their label. Some cities have begun their catalog of records using a Microsoft Access database and then convert to an actual records management software. The Clerk II will assist staff in selecting the technology and equipment necessary for this project. -341-