Records Management and Retention Schedule Consulting Services

The vendor is required to provide records management consulting services to update the city's records management program and records retention schedule.
- The consultant shall conduct a thorough review of the current records management program, including the existing retention schedule and policies to help identify gaps, inefficiencies, or areas for improvement.
- The consultant will work closely with designated city clerk department staff to coordinate the assessment and department meetings.
- Based on the assessment of the city's current retention schedule and feedback obtained during the department meetings, the consultant shall develop a new retention schedule modeled on the "big bucket" approach, grouping records into broader categories or buckets to streamline the retention process while ensuring the city is in legal compliance with properly identifying and retaining all records.
- Should be provided in a commonly used format (such as excel, word) that can be amended and updated by the city as needed without further consultation of the selected vendor, unless the city chooses to engage in additional services with the selected vendor.
- The retention schedule update, the consultant shall conduct an in-depth review of all legal citations, including statutory and regulatory references, along with internal administrative decisions identified in the city's current records retention schedule, resulting from interviews with department representatives and other city stakeholders.
- The consultant will also review retentions based on administrative decisions and discuss these with the corresponding departments to identify whether updated retention periods are necessary.
- The consultant shall prepare a detailed implementation plan that includes timelines, milestones, and steps required for transitioning to the new retention schedule.
- Recommendations for the training and education of staff on the updated records management program, retention schedule, and any associated policies will be provided to the city clerk department project staff.
- The consultant will also develop a strategy for ongoing monitoring, review, and updates to ensure continued compliance and relevance; if available, the consultant will provide the city with the necessary tools, plans, or other methods for future review of compliance and legal citations.
- Questions/Inquires Deadline: March 19, 2025