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HomeMy WebLinkAboutCC RESO 14,939RESOLUTION NO. 14,939 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH SNIDER SEMINARS AND CONSULTING SERVICES FOR PROVISION OF RECORDS MANAGEMENT SERVICES BE IT RESOLVED by the City Council of the City of National City that the City Manager is hereby authorized to enter into a contract with Snider Seminars & Consulting Services for provision of records management services to the City. A copy of said contract is attached hereto as Exhibit "A" and incorporated herein by reference. PASSED and ADOPTED this 6th day of May, 1986. Kil ATTEST: Ion= Campbell, Cit Clerk APPROVED AS TD FORM: George H. Eiser, III -City Attorney Morgan, Mayor SNIDER SEMINARS CONSULTING SERVICES Recommendations will he made regarding each of the above factors and a plan for the following elements will be submitted: 1. Amount of square feet needed. 2. Required staffing, if necessary. 3. Best use of space in placement of staff, furniture and shelving. 4. Type of shelving equipment needed. 5. Procedures for flow of records into center and future retention and disposition of records. I. General assistance: During the upgrading of agendas requested. This will extensive experience and in the government and life of the project, the Consultant will make suggestions for procedures for completion of agendas, minutes, finished completion of office procedures in the City Clerk's office, as be done at no -additional charge. The Consultant has city clerk, in the various functions of cities, training and local provision agencies. as a of consulting 2. List of supplies and equipment necessary the project. services to for the City to provide for A. Provision of software programs for computer ization of Legislative history, Functional Subject Filing System and Records Inventory: An IBM AT microcomputer or IBM compatible microcomputer having 640K RAM and 20 M memory on fixed disk with appropriate cable and printer in place. B. Completion of a three-year, computerized Legislative History for 1983, 1984 and 1985: "The means by which to retrieve the information, as outlined in .Item A. C. Initiation of an in-house Legislative History in the office of the City Clerk for use by all departments: Same as A. and B. above. D. Installation of a centralized Functional Subject Filing System in the City's administrative offices: The filing supplies needed to initiate the filing system are as 'follows: One set of Compucolor labels, numeric system, TAB Products, Model No. 1282-50. One set of Compucolor Classification labels, numeric, TAB Products, Model No. 1277-50. -11- SNIDER SEMINARS & CONSULTING SERVICES Letter or legal -size manila, 11 point file folders, full -cut with reinforced double top tab with 2K:fasteners in the number one position. Do not purchase file folders with the intention of placing the fasteners in the folders later. They do not work well and it does not save money to insert the fasteners yourself. TAB Products can supply letter or legal -size side tab folders. Open shelf filing equipment provides the best space use and quick retrieval and use of files. The number and type of filing equipment to be purchased will depend on what type of filing equipment in which the City wishes to install the subject filing system. E. Inventory of the existing active and retired records located in the City offices and off -site storage: Same as A. and B. above because the inventory will be utilized on computer and a sufficient number of storage boxes in which to place the records to be inventoried. F. Completion of a computerized Records Retention and Disposition Schedule for records inventoried. Same as A. and B. above. G. Provision of a records management manual. None. H. Planning and recommendations for records center: None at this point. It will be necessary to purchase steel shelving when the plan is approved and the records inventoried. 3. .The Consultant's responsibilities to the City in completing the contract. It will be the responsibility of the Consultant to: * Complete each step of the contract in an accurate and timely fashion; * Provide written progress reports from time to time; * Assist City staff at all levels to understand the systems to be installed, the products to be realized from the completion of the project and utilization of the systems as they are installed; * Assist all concerned in feeling comfortable with the changes in the systems: * Be flexible in working in harmony with staff needs and objectives; -12- SNIDER SEMINARS & CONSULTING SERVICES * Be responsible for keeping the project can schedule and informing the City liaison at any time when the project goals may not be met for any reason; (City staff involvement is sometimes interrupted by important administrative needs.) 4. The City's responsibilities to the Consultant in completion of the project. It will be the responsibility of the City to: * Assign departmental coordinators in City departments and divisions when that is applicable to the approved project; * Provide the Consultant with office space, desk, typewriter, computer terminal (when available), copying facilities and office supplies with which to complete the project; * Support the project at all levels in order to assist staff in accepting change; * Provide all equipment, materials and supplies necessary to complete the project. 5. Itemized lump sum amount for each project component and/or alternative and time frame for completion of each project component. Time frames exclude delays beyond the control of the Consultant. The lump sums, which include the Consultant's expenses, for the project components are as follows: . A. Provision of software programs for computerization of legislative history, Functional Subject Filing System and Records Inventory. Purchase of legislative history and subject file index software: $2 000.00 Records inventory software: $1,000.00 The above costs includes one year maintanence and support services and program instruction and exclude program modifications. Time frame: Programs will be brought on -site by the Consultant at the inception of the project. B. Completion of a three-year, computerized Legislative History for , 1985. Cost per annum: Data research 8: data entry: $ ,000.00 Time frame: 90 days. The History will be provided on floppy disks for input to the memory of the City's IBM microcomputer for use. -13- SNIDEF: SEMINARS ': CONSULT INS SERVICES C. Initiation of an in-house Legislative History in the office of the City Clerk for use by all departments. Lump sum amount: *$4 , 50o . 00 Time frame: 30 days (concurrent with filing system installation) *Includes $500.00 discount due to large project size. D. Installation of a Functional Subject Filing System in the City Clerk's office. Lump sum amount: *$4 , 500.0( I *Includes $500.00 discount due to large project size. Time frame: 30 days (Concurrent with legislative history installation) E. Inventory of the existing active and retired records located in the City Clerk's office and in storage.. Cost: Data reserach: Lump sum: $5,000.00 Data entry: Rate per hour: $ 15.00 It is estimated that it ill take approximately 200 hours to input the data. 200 hours X $15.00 per hour equals: '3,00 .00 Time frame: 90 days F. Completion of a computerized Records Retention and Disposition Schedule or records inventoried. ump sum amount: $3,500.00 Time frame: 30 days S. Provision of a records management manual to assist in the ongoing development and use of the systems installed. ' Lump sum amount: $1,000.00 .H. Completion of planning and recommendations for a central records center for retention of retired records not ready for destruction and permanent records. Lump sum amount: Time frame: 5 days r--1 J: .j� 1 ) �I0 . (_)( 1 SNIDER SEMINARS & CONSULTING SERVICES D. Installation of a Functional Subject Filing System in the City Clerk's office. Records consist of two types: specific and non-specific. Specific records consist of those wherein each record is like the others, such as resolutions, ordinances, contracts, deeds and easements, use permits, buiilding permits, warrants, subdivisons, etc. Non-specific records are those consisting of reports and correspondence which relate to various City business and which are difficult to catalog because of their unspecific nature and which cannot be placed with specific -documents, such as resolutions. This type of record is retained in files known as administrative or subject files, meaning files in which reports -and correspondence relating to a particular subject are filed together. The methods by which such files are rtained vary, but they are usually in alphabetical order or in order by the department to which they relate. In this order, such records cannot be easily defined as the specific records are, such as those outlined above, because no number is attached. Further, numerical subject filing systems often are not order so as to retain related records in one place, but assign the next number to the next record. The Functional Subject Filing System is a subject filing system in which each folder is number and in which related records are retained together. The- file folder number can be entered in a legislative history entry thus leading the user from the action taken by the City Council directly to the related records. For these reasons, this proposal provides for the installation of a functional subject filing system. A Functional Subject Filing System will be formulated using the material appropriate for placement in the subject filing system and using records covering in date approximately a two month period. The system will be: - _Custom -designed for the City administrative offices in the City of rNational City, California; - Modular, allowing ready expansion or contraction of the system; - Color coded automatically, aiding the retention of files in the proper location and assistance in quick retrieval; - Easily indexed in the Legislative History; - Expandable on all levels; Cross-indexed alphabetically, reference and document names within records by familiar references. listing common points of files, aiding users to find -7- h SNIDER SEMINARS & CONSULTING SERVICES The labor involved in the physical folder identification is minimal, as it utilizes placement of self -sticking, color -coded numbers on the file folders. The system is designed for future expansion and use in all City departments and divisions, should that become desirable, as well as for the housing of subject files in a uniform, centralized system, thus facilitating interdepartmental communication and understanding. City staff will be trained in the theory, application, development and use of the filing system. Staff will be assisted in understanding word relationships and many important elements of filing in general. The records to be filed will be utilized to assist staff in this process. The capabilities of the computerized numerical index and alphabetical cross-index to this system are outlined in Item A. above in which the Functional Subject Filing System Index software is discussed. The software to be provided can also be used to formulate an index for the City Clerk's library. The filing equipment being used to house the records will be evaluated and recommendations made for its replacement, if necessary. E. Inventory of the existing active and retired records located in the City offices and off -site storage. The City Clerk retains voluminous records from years past and has difficulty retrieving records containing information needed to deal with .ongoing City information needs. Completion of a records inventory will do several things. It will enable the City Clerk to destroy obsolete records, retrieve needed information, control space needs for retired records and control purchase and use of ling--..i_.___nt The existing records fall into two classes: active and retired. (The _retired records are those no longer being added to.) These records consist 'cif both specific recordk:eeping systems and non-specific subject files. The -specific recordkeeping systems are not in need of a folder -by -folder inventory, since the purpose of an inventory is to establish the retention requirements for a given record type. Such systems would be designated by one entry which will provide the information outlining the system: The inclusive dates, system name, description and recommendation for required retention. The non-specific systems will need to be inventoried on a folder -by -folder basis, except for older routine administrative correspondence containing no legal documents. The existing records will be inventoried. A computerized inventory will be provided with capabilities which will enable staff to retrieve information readily. The inventoried records will be stored so that they can be readily retrieved. The future records will be dealt with by the installation of system components which will meet the need for retention and retrieval of information on an ongoing basis. -8- SNIDER SEMINARS & CONSUL.TING SERVICES The inventory will consist of a listing of each file folder or record series, as necessary, and will include the following information. 1. File folder label or record series heading; 2. Major subjet heading to which records relate. 3. Inclusive dates of file contents; 4. Summary of folder or record series content. 5. Recommended retention period. The completion of the inventory will provide: a. The means by which to destroy obsolete records. b. Optimum use of office filing equipment and storage space for active and inactive records. c. The means by which to retrieve stored records quickly. d. The means to limit future filing equipment purchases. A certain number of the records have permanent legal retention requirements. Others would be very useful to the organization from time to time, if they could be found. For example, studies and reports completed in previous years can provide relevant information to staff. Some records can be retained until they attain a certain age and then destroyed. The latter category of records usually comprises approximately two-thirds of existing records. The Consultant will recommend retention periods for the records inventoried. The City Attorney is legally required to approve records retention periods and the City Council must approve the City Attorney's recommendtions. The physical inventory will be completed by placing data on a cassette :tape, transcribing the data onto a computer and generating a .computerized list. The Consultant can have the data transcribed and provided to the City for input to the City's microcomputer or the City may choose to have City staff input the inventory to the City's microcomputer. The computerized list will provide the following lists from the inventory: a. The complete inventory. b. An inventory by department. e A list of the permanent records. d. The records ready for destruction with a separate list for each year. The City will have on-line search capability within the subject heading, file folder label, and summary content. -9- SNIDER SEMINARS & CONSULTING SERVICES F. Completion of a computerized Records Retention and Disposition Schedule for records inventoried. The Consultant will complete a schedule for the retention and disposition of the functional subject filing system to be installed and for that portion of the records inventoried that will continue to be generated in the future and will therefore need to be in the schedule in order for the City to have the best capability for future disposition of records. The retention schedule will be generated on the inventory software program and provided to the City so that if the City purchases the inventory software, their schedule can be updated annually. The schedule will provide the following information: 2. The system or record series name. 3. The major subject to which each system is related. 4. A description of the records in the system. 5. The recommended retention for each system. 8. Provision of a records management manual to assist in the ongoing development and use of the systems installed. The Consultant will provide a records manual which outlines the logic used in continued development and use of the legislative history, subject filing system, records inventory. Reports and data relevant to the ongoing Records Management Program of the City of National City will be included in the manual. The manual will be input to an IBM compatible microcomputer with the use of the software named "VolkeWriter" so that if the City wishes to update the manual in the future, the software can be purchased. The cost is minimal. Completion of planning and recommendations for a central records center for retention of retired records not ready for destruction and for permanent records. The completion of the planning for a central records center for retired records will be completed and recommendations will be made regarding the future space needs for retired records. The following elements will be reviewed: 1. Location of center and space available. 2. The volume and type of 'records 3. The need for long -terry storage. -10- SNIPER SEMINARS & CONSULTIMB SERVICES PROPOSAL ELEMENTS: This proposal will contain the following breakdown of information: 1. Explanation of procedures to be completed, methodology to be used, time schedule for completion, prioritization of component completion and results to be obtained. 2. List of supplies necessary for the City to provide fc.r the project. 3. The Consultant's responsibilities to the City in 'completing the contract. 4. The City's responsibilities to the Consultant in completion of the project. Iternized lump sum amount for each project component and/or alternative and time frame for completion of each project component. b. A contract form. 7. Background, experience and client references of Snider Seminars & Consulting Services. 1. Explanation of procedures to be completed, methodology to be used, time schedule for completion, prioritization• -of component completion and results to be obtained. A. Provision of software programs far computerization of Legislative History, Functional Subject Filing System and Records Inventory. The City plans to purchase a microcomputer which will utilize the software :.which the Consultant has for sale. For the cost c.f an IBM microcomputer or `microcomputer which is IBM- compatible and the cost of the software available through the Consultant, the City will have a very effective computerized system fc.r the retrieval of information and records related to the actions of the City Council and, hence, vital to City administration. SNIDER SEMINARS u: CONSULTING SERVICES The description of the computer software to be purchased is as follows: 1. Legislative History software: This program provides an alphabetical listing, by subject, of actions taken by the city council. Each subject is listed in chronological order. In addition, for each action completed by the City Council, the program will provide the following lists: * Numerical lists of resolutions, ordinances, contracts, deeds and easements, and other documents approved by the City Council. * Chronological lists of expiration dates for contracts, board and commission member terms, use permit expiration dates_, dates to which items have been continued, dates by which material is to be received. etc. * Alphabetical lists of resolutions, ordinances, contracts and other documents which are not grouped under one alphabetical subject heading in the legislative history. THE LISTS GENERATED ARE PRODUCED FROM ONE ENTRY FOR EACH CITY COUNCIL ACTION. - (Whets the numerical subject file index is used to index the Clerk's subject files, it provides the means to find correspondence and reports related to a specific City Council action. This is done through placement in the legislative history the number of the subject file in which the material is located.) Functional Subject File Index software: This program is for use in indexing the centralized functional subject filing system to be installed in the City's administrative offices. 'The legal documents generated or received in the office: Resolutions, 'ordinances, contracts, deeds and easements, etc. are each housed in individual numerical systems. they are not included in the subject filing system. Numerical and alphabetical fists of these documents are provided --through the legislative history. -3- SNIDER SEMINARS & CONSULTING SERVICES 3. Records Inventory software: This program provides the means to produce lists of inventoried records. City records are governed by state law and records disposition; must be completed in accordance with state statutes. existing City records need to be inventoried in order to retain and retrieve vital records and dispose of obsolete records. this program provides the means to produce the following lists of records: A. A list of the records inventoried, listed by department. B. A list of records to be destroyed each year, listed by department. C. A list of permanent records in each department. D. A major subject listing will be added to each inventory entry, regardless of the file label heading on the fole'r. The subject listing can then be printed in alphabetical order, providing the location of records relating to a particular subject, regardless of where the records are filed. On-line searches can be made of the file folder label heading, the subject heading and the summary of file 'folder content entry. In addition to the staff training that will be completed by the Consultant in the use of the above programs, a manual will be provided to assist in the use of the prog rams for fo. r data entry, on-line searches and production of printed reports. B. Completion of a Legislative History for calendar year 1983, 1984 and 1985. Completion of a legislative history for years recently past consists of 'completion of an alphabetical index, by subject, of the actions of the City Council. n order for the Consultant to complete an accurate history, the City will need to provide to the Consultant a copy of the necessary records. It will be necessary for City staff to do the following: 1. Number each volume of the minutes sequentially. 2. Number each page of each volume of the minutes sequentially. 3. Copy each page of the minutes and give them to the Consultant. (When the history has been completed, the Consultant will return the copy of the minutes to the City for use as reference copies, since original minutes should not be used for this purpose.) -4- SNIDER SEMINARS & CONSULTING SERVICES The Consultant will analyse the specific types of information present in the minutes, the data that should be input to the computer and how information will be correlated and extrapolated from the computer. Snider Seminars will dictate the data to a cassette tape. The data will be input to the Consultant's computer, an IBM XT. A proof list will be generated for review and correction of data by the Consultant. After review and correction the history will be provided to the City on floppy disks for input to the City's computer for use by the City. The History will at this point be ready for on -Line utilization and/or generation of reports. Completion of the History for this period of time will provide the City with a bank of information regarding actions of the City Council and with computerized indicies of resolutions, ordinances, contracts and other records. It will also assist staffmembers who will be responsible for the continuing development and use of the Legislative History with an information base in making in future decisions 'regarding the development of Legislative History, headings and wording. C. Initiation of an in-house Legislative History in the office of the City Clerk for use by all departments. City staff works hard to meet the needs of the community. Specific steps need to be taken to provide the means to manipulate and retrieve data on computer in order to avoid low staff productivity levels. Staffmembers spend a part of their time searching for information that is retained on cards and maps» in logs, reports, permits» correspondence and other manual systems that have been initiated to correlate the information generated by City Council actions and received by staff. Installation of a computerized legislative history will enable staff in all departments to have access to the information in the history through generation of history ,'reports. Installation of the Legislative History will be done by accomplishment of the following: Training of City staffinembers will be completed in the theory, application, development and use of a Legislative History by use of the 'following methods: -J- SNIDER SEMINARS CONSULTING SERVICES A minimum of six sets of City Council meeting minutes will be reviewed on an item -by -item basis and the following data will be defined: a. Date of City Council meeting. b. Alphabetical subject heading. c. Brief statement of City Council action taken. d. Format of action taken, i.e. resolution, ordinance, contract, etc. e. Volume and page number of minutes where action was taken. f. Expiration dates and suspense dates when applicable. g. Functional Subject Filing System file folder number where related documentation will be filed. h. Other data as determined during systems analysis. The principles of concise, clear and accurate indexing will be reviewed. The meanings and relationships of headings to be used for the items reviewed will be explored and decisions previously made regarding the subject headings to be used to catalog City Couoncil actions will be clarified. The proper use of subject headings will be explained. The installation of a legislative history will provide information in alphabetical order with the use of limited subject headings and unlimited cross-references which refer users to headings used. This will ensure that multiple headings for related items do not occur while providing users with 'easy access to the desired information. 4The history will Chronological and contracts and any City -Council, such :additional input. also provide a variety of alphabetical, numerical, alpha -numeric indexes for resolutions, ordinances, other specific record groupings that come before the as subdivisions and development projects, without It will also provide a suspense dating system to retrieve items needing further staff or City Council action. The history will provide sub-indicies of items such as board and .'commission appointments and resignations, if those items are heard by the -City Council. In order to provide a consistent program for City Council agendas, minutes and legislative history, the following option is offered: The format of future agendas and the minutes of the City Council meetings can be modified slightly by placement of the subject headings to be used in the Legislative History at the beginning of each agenda item in the agenda. The headings can be carried to the minutes and subsequently to the Legislative History, interlocking the three system components. Thus, any user finding an item in the agenda who wishes to find it in the minutes or Legislative History will be able to do Sc. more easily because the heading wi.11 be at the beginning of the related item in the agenda, minutes and the Legislative History. -6- SNIDER SEMINARS & CONSULTING SERVICES CONTRACT FOR PROVISION OF RECORDS MANAGEMENT SERVICES WITH THE CITY OF NATIONAL CITY, CALIFORNIA This contract made and entered into by and between the City of National City, California, a municipal corporation, hereinafter called the CITY, and Snider Seminars & Consulting Services, hereinafter called the CONSULTANT. RECITALS The CITY desires to obtain records management services, and the CONSULTANT is qualified and willing to provide such services to the CITY. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions hereinafter contained, it is agreed by and between the CITY and the CONSULTANT, as follows: 1. PARTIES: Snider Seminars & Consulting Services, provider of consulting services in the field of records management: PRINCIPAL: Joyce Snider, CMC, Owner, 107 East Seventh Street, Owasso, Oklahoma, 74055 (918) 272-5990. CITY: City of National City, 1243 National City Blvd., National City, California 92050. 2. DESCRIPTION OF PROJECT: This project shall consist of providing services necessary for the work described in Attachment "A" which is made part of this contract. 3. COSTS: An outline of the costs necessary to accomplish these services are included in the attached proposal and are hereby incorporated as a part of this agreement by reference. The total amount of this contract is $28,000.00. 4. GENERAL TERMS AND CONDITIONS: A. This agreement sets forth the terms and conditions under which CONSULTANT shall provide qualified personnel to perform services specified. B. Work shall commence upon receipt of a fully executed copy of this agreement, receipt of agreed -upon retainer as outlined in Section 6 herein, and at a time agreed upon between the CITY and the CONSULTANT and shall be completed within times specified in Attachment "A" for each project component, excluding delays beyond the control of the CONSULTANT. 4. GENERAL TERMS AND CONDITIONS: (CONT.) C. All work will be completed by Principal, Joyce Snider, unless City is otherwise notified in writing of specific persons to be engaged under the control, direction and responsibility of the Principal. 5. TERMINATION: The CITY and the CONSULTANT hereby agree to the full performance of the convenants contained herein, except that the CITY reserves the right, at its discretion, to terminate or abandon the service provided for in this contract providing that thirty days notice is given to the CONSULTANT prior to inception of that portion of the project to be completed. A. In the event that the CITY shall abandon the service or any part of the services herein provided, the CITY shall notify the CONSULTANT in writing and immediately after receiving such notice, the CONSULTANT shall discontinue advancing the work under this contract. B. Upon such termination or abandonment, the CONSULTANT shall deliver to the CITY all drawings, notes, calculations, sketches and other materials entirely or partially completed, together with all unused materials supplied by the CITY. C. The CONSULTANT shall appraise the work she has completed and submit her appraisal to the CITY for evaluation. D. The CONSULTANT shall receive as compensation in full for services performed to date of such termination, a fee for the portion of work actually completed. This fee shall be a percentage of the CONSULTANT'S fee described in this contract under Section 3, and shall be in the amount to be agreed upon mutually by the CONSULTANT and the CITY. The CITY shall make this final payment within thirty (30) days after the CONSULTANT has delivered the last of the related materials. 6. PROGRESS PAYMENTS: Upon contract approval by the CITY, the CONSULTANT will receive a retainer in the amount of 15% of the project components approved for services to be completed. During the life of the project, the CONSULTANT shall submit invoices reflecting work completed. The CITY shall pay the CONSULTANT progress payments in accordance with work done to the satisfaction of the CITY and with invoices submitted. 7. LIABILITY: The CONSULTANT agrees to indemnify, defend, and save harmless the City of National City, its Mayor and Council, appointed board and commissions, officials, officers, employees individually and collectively; from all losses, claims, suits, actions, payments and judgements, demands, expenses, attorney's fees, defense cost, or actions of any kind and nature resulting from personal injury to any person, including employees of the CONSULTANT or of any subcontractor employed by the CONSULTANT (including bodily injury and death) or damages to any property arising or alleged to have risen out of the negligent performance of the CONSULTANT for the work to be performed hereunder, except any injury or damages arising out of the sole negligence of the CITY, its officers, agents or employees. IT IS THE INTENTION OF THE PARTIES to this contract that the City of National City, its Mayor and Council, appointed boards and commissions, officials, officers, employees, individual and collectively, are to be indemnified against their own negligence unless and except their negligence is found to be the cause of the injury to persons or damages to property. Any amount and type of insurance coverage requirements set forth in the contract will in no way be construed as limiting the scope of indemnity in this paragraph. 8. CONTRACT ELUTION: IN WITNESS WHEREOF, the parties have hereunto subscribed their names this /:et`, day of //) c , 1986. APPROVED AS TO FORM: ATTEST: 2' ionye Campbell, Cit Clerk CIyI'Y OF NATIONAL CITY, CALIFORNIA CONSULTANT: By: (JOYCE SNIDER, OWNER Lb4NIDER SEMINARS & CONSULTING SERVICES CITY OF NATIONAL CITY, CALIFORNIA: SNIDER SEMINARS & CONSULTING SERVICES PRESENTS A PROPOSAL FOR INSTALLATION OF A RECORDS MANAGEMENT PROGRAM IN THE CITY OF NATIONAL CITY, CALIFORNIA APRIL 24, 1986 The City Clerk of the City of National City, California desires to install a records management program for the creation, retention, retrieval, •maintenance and disposition of the information and records in her custody. The Consultant, having reviewed the circumstances of the existing records and need for systems, submits the following proposal. The proposal includes the following project components: A. Provision of software programs for computerization of Legislative History, Functional Subject Filing System and Records Inventory. B. Completion of a #n-ee-year, computerized Legislative History for t aaa 1985. Installation of a Legislative Information System in the office of the City Clerk through: C. Initiation of an in-house Legislative History in the office of the City Clerk, and D. Initiation of a Functional Subject Filing System in the office of the City Clerk. E. Inventory of the existing active and retired records belonging to the office of the City Clerk. Completion of a computerized Records Retention and Disposition Schedule for records inventoried and the subject filiing system to be installed. -G. Provision of a records management manual to assist in the ongoing development and use of the Legislative Information System installed. H. Completion of planning and recommendations for a central records center for retention of retired records not ready for destruction and for permanent records. I. General assistance. ATTACHMENT "A"