06/24/1991 - Minutes Minutes from the June 24, 1991 Records Management Committee Meeting
Attending were Ambra Leiker, Cathy Wheatley, Sherrie Burbank, Amy Anderson, Bruce
Olson, Renae Simmons, Bobby White, Bonnie Mulhearn, and Nadine Robinson.
How is the Records program working for each department, i.e., access to files and
records room, response to records requests, turning in new file material,
availability/access to film, and records destruction processing, etc.
• Staff commented that the deeds are indexed in a way that makes the record easier
to find.
• We discussed the use of checkout cards in the Records room and what we can
do to get staff more interested in using them. The members will be taking that
question back to their department for discussion.
• Also discussed was the clerks indexing program, which currently has resolutions,
ordinance, and agreements on it. Staff has requested that Nadine check on view
only privileges.
• Cathy mentioned identifying historical records, i.e. significant maps, plans,
ordinances, and how we could incorporate that into our records system.
• We talked about using a bank safety deposit box for storage for backup tapes.
Bruce will check on that before the next Records Management Committee Meeting.
How is the use of microfilm working in your department? Are there any other record
types we should look at to film?
• Overall, staff thought that the microfilming was working OK. We are getting the
first batch of film back in Planning and there's a little hesitation by a few of the
staff people but we feel that those things will work out.
• 1 will also be looking into to computer aided retrieval to make the retrieval of
Council information easier. Currently, those are the only records that the working
copy is on roll film and not on fiche.
What does your department want you to accomplish as a member of the records
management committee meeting?
• At this time it does not appear that the departments have any specific input as to
what they would like the committee to work on. However,the committee members
will be good resources to take information back to the departments. With time and
education staff members may have more input for us.
Round Robin
• The Records section provided a tentative work plan for 1991-92. The work plan
will be attached to the minutes for the committee members to review.
The next Records Management Committee meeting will be held on July 22 at 9:00 a.m.
An agenda will be sent out before the meeting.
a i
1991-92 Work Plan
Daily/Weekly Tasks
Respond to records requests
New File Development & re-filing
Council Packets
Computer Updates
Review of Fiche
Semi - yearly tasks
File transfers (office/records room/vault/chambers)
Records Destructions
Update D.O.I.
Proiects
On-going document preparation
List book computerized
Records Manual completed
Inventory vault
Develop disaster recovery plan