Session: Records Management Principles Presenter : Robert Monzon, City of Pasadena

1. Session: Records Management Principles Presenter : Robert Monzon, City of Pasadena Date: Wednesday October 3, 2001 October 2001 Tidemark User's Conference

2. Pasadena Records Program • Overseen by the City Clerk • Establish by Resolution #6051 • Managed by the Records Manager • It is a City Wide Program October 2001 Tidemark User's Conference

3. Gain Knowledge of existing records keeping practices Identify areas where poor practices exist. Implementing a Records Program / Identify the need. October 2001 Tidemark User's Conference

4. A. Conduct Preliminary Walk-through B. Identify equipment - filing inches C. Gather copies of reports / forms D. Take Photographs E. Count number of records personnel Gather Information to Justify the Records Program October 2001 Tidemark User's Conference

5. City Council Management Employees Establish a committee with representation from legal, financial, and records management. Consider a consultant Outline duties Sell the program / staff it October 2001 Tidemark User's Conference

6. Organization and Administration Records Retention and Disposition Records Center Operations Records Protection - Vital Records Disaster Recovery Program Develop a plan October 2001 Tidemark User's Conference

7. Microfilming Office layout Employee Education and Training Forms, correspondence, and reports control Archives Program Develop a plan October 2001 Tidemark User's Conference

8. Need for central control Consistency of operations Standardization of equipment Eliminate duplication of records Decide to Centralize or Decentralize Establish your Operating Principles October 2001 Tidemark User's Conference

9. Inventory and Appraise your records V - Vital? A - Archival? L - Legal? U - Useful? E - Extra Copy Establish records retention periods Initiate the RM Program October 2001 Tidemark User's Conference

10. Research procedures with counsel Produce full text of all legal requirements Prepare and index Relate legal requirement to specific records Submit for legal review Retain legal research Document your Appraisal October 2001 Tidemark User's Conference

11. Audit the program in the Departments Apply Technology where feasible Microfilming Imaging C.O.L.D. Records Center Management Software Your Program is in place NOW WHAT !!!!! October 2001 Tidemark User's Conference

12. 16mm Role Film 16mm Jackets 35mm Role Film 16mm and 35mm Jackets 105mm fiche 35mm slides Diazo Aperture Cards Microfilming October 2001 Tidemark User's Conference

13. Current Trends Best Practices Document Imaging Technology October 2001 Tidemark User's Conference

14. Office Space Saving Four drawer cabinet holds 10 to 12k pages One cabinet takes up 10 to 12 sq. ft. Office space is about $12 to $18 per annum A 40 Gb Hard Drive hold 1,000,000 pages One employee requires between 60 and 120 SF of floor space Benefits from Imaging Technology October 2001 Tidemark User's Conference

15. 40 Gb of storage could replace 80 file cabinets 80 file cabinets could free up 800 to 1,000 SF of floor space Enough room for 7 to 16 additional employees This could save you up to 18k in office rental space Conclusions October 2001 Tidemark User's Conference

16. Hand outs Retention Schedule Sample Benefits from Imaging Technology Outline of this presentation Final Wrap up October 2001 Tidemark User's Conference

17. Thank you !!! City of PasadenaCity Clerk and Records Management Staff October 2001 Tidemark User's Conference