07/22/1991 - Minutes Minutes from the July 22, 1991 Records Management Committee Meeting
Attending were Sherrie Burbank, Cathy Wheatley, Renae Simmons, Bonnie Mulhearn,
Teresa Taplin, Bobby White, Ambra Leiker, Amy Anderson, and Nadine Robinson.
Recapped Minutes from June 24, 1991 meeting:
o Let members know that Records will be putting up a holder on the shelving
where council is now located in the Records Room for checkout cards.
Again asked members to encourage staff to use these checkout cards.
o Nadine has checked with Munimetrix and found that we can get viewing
only privileges for any one who wants them. She will be working with Bruce
to get this started. Was noted that easements would be a good category „ '
for engineering to have on Clerk's Indexing. Records staff will be looking !` ''
into ways to make locating files easier for them. (i.e. having addresses
and tax lots as keywords.)
o Checked with Bonnie to see how use of Land Use film has been so far.
Records has not given them a copy of the fiche as of yet, but there has
been no request for them yet either. Records staff is in the process of
checking the fiche and will be giving CD a copy when finished.
o Optical disc has been put on the back burner for the Police Department.
o Nadine will be checking with Bruce regarding the use of a safe deposit
box for storage of backup tapes.
o Nadine is still looking into computer aided retrieval to make retrieval
of Council information easier.
o Bonnie asked that Records staff get together with Jerree H. to discuss
the procedure for filming of the building jackets. Are some questions
as to how updates will work and how long files will be out. i
Round Robin
What types of information do you want to be included in the Records Manual?
o Members felt that microfilming D.O.I.'s should be department specific
with a brief outline of other departments and a master for the Records
department.
o Also would like to see more information on how to access files and how to
use the list books. Let members know that Records staff will be breaking
the List Book down into smaller sections and storing them in the black
shelving where the records requests forms are located. We are hoping
that this will make it easier for individuals to locate information on
their own and be able to fill out the requests forms more completely.
o Talked about having the retention schedule broken down more department
specific with the schedules effecting them listed together. The Recorders
Association is currently working with the State to put together a Municipal
Retention Schedule. In August Teresa will be going to visit the State Archivist
office to discuss Police records.
o Members would like to have definitions of a file, record, and a working
file to determine what types of documents are required to be kept.
o Nadine will check with Personnel to see if we can work out some type of
notification process to Records when an employee is leaving so that
they can help that person sort through their files before leaving.
o Cathy mentioned she still needs to go through council tapes. She will
be contacting the City Attorney to ask again what they feel needs to be
kept. As of now they feel that any tape containing any information that
the City could be involved in litigation over should be retained.
o Records Staff will be sending an E-Mail to tell everyone that the records
copy of the TMC and ORS's has been moved to the Records Room with City
Council. We encourage everyone to use checkout cards for these also.
o Bonnie will be giving Records a listing of Land Use Action files and ., ,
a brief description of each. Records asks that if any other departments
have something like this, to please give us a copy.
The next Records Management Committee meeting will be held on August 26 at 9:00
a.m. in the Town Hall Conference Room.