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REQUEST TO ENTER A CONTRACT FOR POLICE 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. When we discussed these issues at a staff meeting, we agreed we could use some expert assistance in developing a Citywide records maintenance and storage system before the City gets any larger. At about that time, a City resident named Beverly Swanson retired from her position as records manager for the City of Minneapolis. Being familiar with Ms. Swanson's work, I invited her to meet with our staff. During that meeting each department explained its current system and its needs. In turn, Ms. Swanson explained some options that might work for us. The consensus of the staff was to ask Ms. Swanson to estimate how much it would cost to hire her to help develop a records system for the Police Department. The Police Department seems to be a logical first choice for several reasons. First, the department will be moving to a new building soon and it seems counterproductive to haul unnecessary records from the old building. Second, with the move there is an opportunity to buy new filing furnishings that will store more material in the same floor space. Third, a primary goal of the department is to move toward a so- called "paperless" office where as many records as possible are computerized. Ms. Swanson submitted a proposal that was reviewed by Chief Auspos, Sergeant Gustafson, the Records Manager, Police Technician and me. We negotiated with Ms. Swanson to reduce the proposal price to $2,900.00 to provide the following services in 1996: Develop a records retention schedule specific to the Police Department for both paper and computer records (the State's schedule deals with general records, hers will deal with specific records). * Assist staff with reviewing all existing files and purging about 30% of them. * Develop a manual that staff can use to purge records and keep the retention schedule current. * Design a file system, color code all folders and put them in place.