Records Management Support Services

The Vendor is required to provide comprehensive inventory and organization of inactive and active paper records that are under its control, including both existing records and current records.
- Inventory, review and identification of active and inactive paper records
•    Review the village’s active and inactive paper record collection currently stored throughout the village hall and in the outdoor storage unit.  
•    Paper inventory for an estimate on the amount of records to be inventoried. 
•    Accurately identify relevant records to be moved to the record room or main office storage areas.
•    Determine required retention period for inventoried records per schedule lgs-1.
•    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 and floor plan that includes the following information:
o    Container locations and layout (e.g. building, room and shelf and fireproof cabinets)
o    Unique container identification number (e.g. by Department)
o    Department-specific and type of record (e.g. map versus file)
o    General description of the box contents
o    Record series title and 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 lgs-1 schedule
o    Records needing further identification by village personnel to determine disposition
o    Records eligible for destruction for the village staff to review
- 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.
- Destruction of all eligible records after the village has the opportunity to view the records.