HomeMy WebLinkAboutCRPS-05-150 - Creation of Records Management Liaisons
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Report To:
Date of Meeting:
Submitted By:
Prepared By:
Ward(s) Involved:
Date of Report:
Report No.:
Subject:
Corporate Management Team
October 4, 2005
Randy Gosse, Director of Legislated Services
Christine Tarling, Manger of Corporate Records Management
and Archives Services
nla
August 30, 2005
CRPS-05-150
CREATION OF RECORDS MANAGEMENT LIAISONS
RECOMMENDATION:
The following report is submitted for general information and to obtain support from the
Corporate Management Team for the creation of Records Management Liaisons.
BACKGROUND:
In CRPS 02-271 dated October 30, 2002, Corporate Records Management (CRM) received
endorsement-in-principle from the Corporate Management Team for the following strategic
directions:
1. Implementation of a corporate 'full-cycle' records management system.
2. Creation of departmentalldivisional records staff/liaisons.
3. Investigation into the feasibility of an electronic document management system.
4. Establishment of an Information Management Committee.
The main objective behind these strategic directions was to promote a coordinated and
corporate-wide records management program in order to:
Promote the effective management of all City records and information;
Enable the City to meet its record-keeping obligations from creation to disposition; and
Enable the City to better leverage the information within records for improved customer
service and business operations, business continuity planning, risk management, and
safety and security strategic planning.
It was important for the Corporate Management Team to support and approve these strategic
directions since their implementation would involve and impact every department in the
Corporation on some level.
REPORT:
Since that report, CRM has been working on a number of initiatives toward achieving its
objective. Most recently CRM has obtained support from active divisional file rooms to
implement the new automated paper records management system in each file room in addition
to the corporate records centre. The new system will replace our current system which is only
being used by CRM for managing inactive records and in the Planning File Room for managing
the street files. The new system will manage both active and inactive paper records across the
corporation and will eventually be integrated with some type of electronic document
management system.
Records Manaaement Liaisons
CRM would like to take the next step and organize the active file room staff into Records
Management Liaisons. These "records management super users" already have a good
knowledge of the records in their particular area but will be provided with enhanced records
management training by CRM to assist them with their file room duties and to facilitate them in
assisting their divisional staff with basic records management questions and issues. The
Liaisons will work closely with CRM staff to help build bridges between divisions and to identify
opportunities for improving the management of records across the corporation in order to help
enhance customer service.
It is suggested to begin the Liaison program with the active file room staff in Legal, Human
Resources, Accounting, Fleet, Fire, Planning, Licensing, Clerks, and Community Services and
eventually to extend the program to other divisional staff as required.
Prooosed Imolementation Timeline
Because the active file room staff will be very involved in the selection and implementation of
the new automated records management system, it makes sense to organize them as soon as
possible into Records Management Liaisons. The estimated timeline for the implementation of
the new automated records management system is as follows (further refinement is expected):
. September-October 2005 - Evaluation and purchase of new software + appointment and
training of Records Management Liaisons.
. December 2005 - Implementation of new software in records centre and Planning file room.
. January-April 2006 - Implementation of new software in other active file rooms.
FINANCIAL IMPLICATIONS:
No extra cost will be associated with the creation of the Records Management Liaisons because
we are recommending appointing them from existing staff already performing some type of
records management or filing function. Training of the Liaisons will be done by Corporate
Records Management which will also not entail any extra expenditures.
CONCLUSION:
Corporate Records Management sees the creation of Records Management Liaisons as an
important step toward building a comprehensive and well-managed corporate records
management program. Leveraging their knowledge-base and enhancing their skills will playa
key role in advancing the program cost-effectively. CRM now needs the support from the
Corporate Management Team to make this initiative happen across the Corporation.
Christine Tarling,
Manager, Corporate Records Management and Archives Services