HomeMy WebLinkAboutVII (C) Discussion/ Action re: Standardized Filing Committee Recommendations Agenda 11-18-97
Item VII C
"GENIEROF GOOD LIVING-PRIDE OF{VEST ORANGE" MAYOR•COMMISSIONER
S. SCOFF VANDERGRIFT
Ocoee /� COMMISSIONERS
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oCITY OF OCOEE DANNY HOWELL
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�' 1� CITY MANAGER
f* Of 0000�` ELLIS SHAPIRO
STAFF REPORT
Date: November 12, 1997
To: The Honorable Mayor and City Commissioners
From: The Standardized Filing System Committee
Subject: Recommendation for Comprehensive Records Management Plan
Issue
Should the Honorable Mayor and City Commissioners approve a $3,000 fee for
services to be provided by Steve Lewis of the Florida Data Bank to include a
comprehensive records management plan for the City of Ocoee?
Background
In August of this year, staff met to discuss implementing a document imaging system
which would allow users access to certain documents through their computers. Staff
chose to pursue the implementation of this document imaging system in a phased
approach. The first set of documents which will be available over the City's computer
system will include all City Commission meeting minutes, ordinances, and resolutions
from the City's first year of incorporation to present time. These documents will be
scanned into the computer system so that staff can research the data in these
documents by date or subject matter.
During the meetings regarding document imaging, it became apparent that each
department currently has its own unique filing system, both with paper documents and
computer files. Staff thought this may cause potential problems with how information is
stored and retrieved in the soon-to-be shared computer files. In an effort to address
this issue as well as others, City Manager Ellis Shapiro directed Janet Resnik to
organize an employee committee to study and make recommendations on an
integrated filing system. The main emphasis of the committee was to develop a
standard filing system for all paper files, while realizing the implications that this
standardized filing system will also have on the records retention, records destruction,
and computerized filing systems. Committee members include Carolyn Alexander
(Planning), Michelle Boisvert (Recreation), Teresa Braddy (Fire), Fran Gosnell and
Marian Green (City Clerk), Judy Henry (Public Works), Carmen McClellan (Personnel),
Sherry Seaver (Building), Jeanne Washington (Engineering/Utilities), and Ella Wisecup
and Lt. Cherri Toms (Police).
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Page 2
Staff Report - Standardized Filing System
November 12, 1997
Discussion
The committee has looked extensively for similar systems in other municipalities and
counties across the state. Committee members called several companies listed in the
local Yellow Pages for records management products and services; however, most of
the companies just sold hardware (filing cabinets, etc.) and none had set up filing
systems for government clients. Committee members also called no less than twenty
municipalities and counties, none of which had a standardized method of filing "hard
copies" (paper). Two municipalities, however, had systems the committee wanted to
take a closer look at: Ft. Lauderdale's record retention/destruction system and
Pembroke Pines' document imaging/microfilming system. The committee traveled to
both cities and gained valuable insight on those particular facets of records
management. The committee also placed a request for information on filing systems in
the Florida League of Cities' Datagram and called the Florida Innovation Group;
however, neither organization was able to provide the committee with information or
other possible sources of information.
It was the University of Central Florida's Institute of Government who put the committee
in contact with Mr. Steve Lewis of the Florida Data Bank. Mr. Lewis has twenty-three
years experience working with Florida public records, including his work with six Florida
Secretaries of State and most recently with the cities of Edgewater, Flagler Beach,
Holmes Beach, St. Cloud, the Key West Housing Authority and City Electric System,
Naples, Aventura, Winter Springs, and the Manatee County Tax Collector's office. The
committee has called several of these clients of Mr. Lewis and received favorable
references from all of them.
Mr. Lewis proposes to provide the City of Ocoee with a comprehensive records
management plan that will address proper retention and disposition of records in
accordance with state and federal requirements, including provisions for the timely
destruction of records in a secure manner; access to active and inactive records in a
timely fashion and where those records should be kept; retention of all records under
secure conditions with protection from physical calamity and decay; provision for
disaster recovery; and recommendations for conversion of certain records to microfilm
and/or computer disk. The specifics of his services are outlined in the attached letter
dated October 2, 1997.
Mr. Lewis' fee provides for ongoing technical assistance throughout the entire project;
however, it should be noted that full implementation of the plan recommendations will
require certain other consultants and service providers for such things as records
retention, microfilming, and disaster recovery.
Page 3
Staff Report - Standardized Filing System
November 12, 1997
If hired, Mr. Lewis intends to spend two days on site reviewing existing filing systems
and talking to department heads and other key personnel. Within thirty (30) days of his
site visit, he will issue a comprehensive report with recommendations geared
specifically to Ocoee's goals, including bid specifications for other services the City will
require to fully implement his recommendations.
The committee strongly believes the City needs a formal records management plan.
Implementing such a plan before the City converts many of its records to computer files
would guarantee a more efficient system by providing coordination between the various
departments with a universally comprehensible filing system. The committee is
confident that the system will pay for itself in increased employee productivity and more
efficient customer service.
Recommendation
The Standardized Filing System Committee respectfully requests that the Mayor and
City Commissioners approve (from contingency funds) the $3,000 fee for services as
outlined in the attached October 2, 1997 letter from Mr. Lewis.
attachment
cc: Ellis Shapiro, City Manager
Kevin Tartar, Information Systems Manager
Department Directors
FDB
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CITY tQF 9CCEr-
October2. 1997
Mrs. Carolyn Alexander
Planning Department
City of Ocoee
150 N. Lakeshore Drive
Ocoee, FL 34761
Dear Mrs. Alexander.
Thank you for this -opportunity to propose development of a
comprehensive records management plan for the City of Ocoee. I have enjoyed
talking with you and am very excited about the possibilities of helping you
develop a plan. There is no question in my mind that a great deal can be
accomplished towards streamlining and economizing records management
functions. I've listed specific goals that I've learned over the years address the
key results a comprehensive records program should achieve:
1. retention and disposition of records in accordance with all state
and federal requirements (especially, but not limited to Chapters 119 and
257, F.S., and Rule Chapters 1B-24 and 1B-26, Florida Administrative
Code);
2. management access to both active and inactive records in an
accurate and timely fashion (to include a filing system and consideration of
imaging potential);
3. retention of all records under secure conditions, preventing
unauthorized access by both employees and third parties;
4. protection of all records from physical calamity and decay;
5. provision for the timely destruction of records at the end of their
retention period in a secure manner;
6. conversion of long term retention records to microfilm;
7. provision for disaster recovery; and
8. achievement of these goals in the most cost-efficient manner
available.
The integrated Approach to Information Management
Albany-Adams- Baltimore-Boston-ChieTw-Gins ninon-Dallas-Denser
Hartford-Houston-Iunsas Gin--Los Angeles-Nest York City-Oakland r trAv Bav
Orange Counts-Orlando-Philadeiphia-Phoenix-Proadence-Sacramenio-San Diego
Sari Francisco-San Jose- Tampa-Nahiggmu D C.-Wilmington
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I do not mean to imply that many of these goals are not being addressed
now. I merely mean that a plan should exist and that the plan should address
these areas. Complete implementation of these goals is a long process. My
role as a consultant will be to describe the steps in priority order to achieve
an initial partial implementation, together with ongoing technical assistance to
achieve a complete implementation. For instance, a full disaster recovery plan
will require a specialized consulting project for data processing and voice
recovery and another for business recovery, if you choose that route. However,
vital records protection is within the scope of my initial proposed report.
I propose to spend approximately one to two working days on site
collecting data, sampling key record collections and interviewing key personnel.
I will require a staff member both days to assist me with logistics. Prior to data
collection I'll discuss logistic requirements with the assigned staff member. I'll
also provide that staff member with a list of information I believe is best collected
by in-house personnel (for example, an organization chart, related budgets,
etc.).
I'll require approximately two weeks to review the data and write the plan.
The plan will describe in detail steps to be taken to achieve all eight goals
described above. Included will be specific recommendations and where
appropriate, bid specifications for implementation. I will design a filing
system for the City together with an automated file code tracking system
written to Microsoft Access. The plan will detail the inventory process,
define public records, detail scheduling and dispositioning and imaging
options to include microfilm and optical scanning. I believe my twenty-three
years experience working with Florida Public Records (to include working with
six Florida Secretaries of State in the Records Program) will provide you an
exceptional product. Not only am I able to write the plan, but unlike most
consultants, I will not then disappear unless you want me to. My company is
able to assist with full implementation, providing great consistency in the
program. It may interest you to know that I also instruct the Records
Management component for Level II Code Enforcement Certification for FACE.
So I have specific experience with Building and Zoning Departments in Florida.
Perhaps you would like to discuss my performance with existing clients.
City Electric System, Key West, is well into the implementation of a similar plan
I've written for them. The contact person is Ms. Susy Pita, Records Management
Liaison Officer, (305) 295-1023.
The client I've done the worst job for is the City of Edgewater. The City
Clerk, Susan J. Wadsworth can tell you how we correct our mistakes: (904)
424-2400.
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I have also written similar plans recently for the City of Flagler Beach, The
City of Holmes Beach, the City of Saint Cloud, The City of Key West Housing
Authority, The City of Naples, Tri-County Commuter Rail Authority, The City of
Aventura, the City of Winter Springs, Sarasota County Construction and
Property Standards, Manatee County Tax Collector and many others, most of
which include a building department. I'II share any contact name and number
you wish.
I did the work for the City of Holmes Beach after a competitive bid and it is
my understanding you may use that contract. The contact is Leslie R. Ford. City
Clerk. (941) 778-2221. I'll quote you that rate.
My fee for the Plan is $3,000.00 including expenses. If all you would
like me to do is design the filing system, my total fee is $2,000.00 including
expenses. Susy Pita at (305) 295-1023 and Jan Tuzzio at (954) 728-8512 are
clients best qualified to discuss the file code system with you, however, there are
others as well. The Plan is the better deal. Thank you. I look forward to
working with you.
Sincerely,
Steve M. Lewis
Vice-President - Government Sector
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