M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, ICMA-CM, CFM, Town Manager
Date: February 20, 2019
Re: Comprehensive Records Management Plan
Consulting and Implementation Services
REQUEST
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A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, SELECTING SML, INC. TO DEVELOP A COMPREHENSIVE RECORDS MANAGEMENT PLAN AND PROVIDE RECORDS MANAGEMENT PLAN CONSULTING AND IMPLEMENTATION SERVICES; PROVIDING FOR AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
Section 257.36, Florida Statue mandates each public agency establish and maintain a records management program to ensure the economical and efficient management of agency information. Currently, the Town stores records physically and digitally and possess records, which have surpassed the statutory retention date, such as documents that date back to the Town's incorporation in 2005. Throughout the years, most of the attempts to manage documents and data have been unsuccessful due the specialized knowledge, plan, and training necessary among staff. As part of the 2018-2019 budget process, the Town Council allocated $50,000.00 to address the need for the Town's compliance with Florida Statutes and set the standard to begin the overall systematic management of public records retention.
On June 7, 2018 and June 8, 2018, Mr. Steve Lewis, President of SML, Inc. (the "Consultant"), provided a public records training to all Town staff which focused on the requirements of public records management. The Consultant has provided training and consulting services to numerous public agencies throughout Florida for nearly 40 years. The Consultant provides customized formal public records management plans for the retention, destruction, and systematic review of documents. In addition, the Consultant also provides implementation services assisting with the systematical clearing of records as required by Florida law, saving ...
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