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Records Mgmt Plan Update
Attachment NameAttachment SizeAttachment Date
Size: 78K
Last Updated: 2016/9/20
City of DeBary SealCity Council Meeting
City of DeBary

Subject:Records Management Plan
From: Ron McLemore, Interim City Manager
Meeting/Hearing Date:  October 5, 2016

(   )  Ordinance
(   )  Resolution
(   )  Other
( x )  Supporting Documents/Contracts


There are statutory requirements regarding the maintenance of public records.  Records must be maintained and also disposed in accordance with all state and federal laws.  They must be managed in secure conditions; protected from elements and disaster; and preserved with the appropriate technology.  There are legal implications that could have substantial impacts on the City if the staff does not adhere to the timely destruction of records at the end of their retention period.  The Manager has provided information about other Cities/Counties that had monetary judgements placed against them for failing to comply with the Statutes governing "an active and continuing program for the economical and efficient management of records".  In one instance, the fiscal impact was approximately $500,000.  As such, It is essential that an integrated, comprehensive record management plan that is in place be updated.  

The consultant is renowned in the state for being the subject matter expert on records management.  The scope of the project includes an on-site visit to review all data, collection of information, development of the plan update based on observations of the existing conditions of records and files.

The propound Discussion

The Florida Institute of Government at the University of Central Florida has engaged SML, Inc. to develop a "Comprehensive Record Management Plan" for the City, which includes on-site visits, data collection, writing of the plan, travel and provision of training.

Recommended Motion  

That the Manager be authorized to execute the letter of agreement with the Florida Institute of Government (IOG) in the amount not to exceed $4,500 for the purpose of performing a comprehensive record management plan update.

City Council Action:
(   )  Approved As Recommended
(   )  Approved With Modification
(   )  Disapproved
(   )  Continued Date:

(   )  Other


City of DeBary, FL
16 Colomba Rd, DeBary, FL 32713
Phone: (386) 668-2040  Fax: (386) 668-4122