Records Management Support Services

The Vendor is required to provide a comprehensive inventory and organization of inactive and active paper records that are under its control, including both existing records and current records.
- Although the total amount of storage space available within the building is currently adequate and sometimes environmentally appropriate, records management protocols and practices lack standardization, consistency, and coordination, and are ineffective and in need of review and improvement.
- This includes a lack of standard inventory process, labeling, and storage protocols in order to make finding specific documents easier and more quickly accomplished.
- The records need to be organized and relocated to a file room.
- There are multiple boxes of records stored at various locations in the village hall that encompass financial, legal, assessment, grant, system maps, contracts, billing history, and the like that village has not been able to obtain, sort, distribute, and file per the current agency schedule.
- The policy should be easy to use in the future and include training for new employees so that records management procedures are followed in a consistent and sustained manner.
- Inventory, Review & Identification of Active and Inactive Paper Records
•    Review the village’s active and inactive paper record collection currently stored in the village hall in our active records area as well as additional records stored throughout the building. See attached paper inventory.
•    Accurately identify relevant records to be moved to a future village records storage area.
•    Determine required retention period for inventoried records per schedule agency.
•    Box retained records into standard 1 cubic feet records storage boxes. (Boxes will need to be provided by the contractor.)
•    Prepare a records inventory listing / floor plan that includes the following information:
o    Container locations / layout (e.g. Building, room and shelf / fireproof cabinets)
o    Unique container identification number (e.g. By department)
o    Department-specific / type of record (e.g. Map versus file)
o    General description of the box contents
o    Record series title & number
o    Retention period
o    Date record is eligible for destruction
•    Print box identification sheets and place them into plastic sleeves adhered to boxes. (Sleeves or labels will need to be provided by the contractor.)
•    Sort the inventory list per the following criteria:
o    Records available for disposal
o    Permanent records
o    Records to be retained following the agency schedule
o    Records needing further identification by village personnel to determine disposition
o    Records eligible for destruction
- Development of a records management plan, policies and procedures designed to ensure the security, retention, and appropriate disposition of all records for which the village is responsible.
•    Provide an assessment of the village’s overall records management environment, including:
o    Identification of areas in need of improvement
o    Prioritization of areas of focus
•    Create a records management plan to guide the village in building its records management foundation for next 3-5 years
•    Recommend policies and procedures to be established by the village to use from this point forward.

- Contract Period/Term: 1 year