Agenda - Council - 09/23/1997 - Laserfiche WebLink

Home

I I I I I I I I I I I I I I I I I I ~.Ot.~CASE #: t~ CONTRACT FOR RECORDS RETENTION SERVICES By: Linda Waite Smith, Administrative Services Manager Background: Ramsey does not have a consistent records retention system for all departments. Some departments have not destroyed records since 1976. It is difficult to locate items in storage. Recent records are kept on computer. Those records are subject to the same state regulations as paper records. In late 1996 the City contracted with Swanson's Records and Information Management Services to assist the Police Department in purging its files before the move into the new building and to develop a records retention system. That project was completed on time and within the budgeted amount, which was $2,900. The 1997 adopted budget contains $5,000 in Cost Center #130 to have Swanson's Records and Information Management Services develop a records management and retention system for Administrative Services, Community Development and Finance. Consultant Beverly Swanson is now available to provide those services and staff is requesting authorization to enter an agreement with Swanson's Records and Information Management Services for an amount not to exceed $5,000. Staff Recommendation: Staff recommends that the City Council authorize the mayor and acting city administrator to enter into a contract with Swanson's Records and Information Management Services for an amount not to exceed $5,000 to provide records management services for the Administrative Services, Community Development and Finance Departments. Committee Action: Move to recommend Council authorize the mayor and acting city administrator to enter a contract with Swanson's Records and Information Management Services to provide records management services for an amount not to exceed $5,000. Reviewed By: City Administrator Finance Officer Administrative Services Manager Copies also distributed to: FC 09/23/97