Knowledgebase-Records Management Plan, Manual, and Resolution RESOLUTION NO. __________
A RESOLUTION OF THE TOWN OF COLLIERVILLE
ADOPTING A RECORDS MANAGEMENT PLAN
WHEREAS, the Tennessee Public Records Act, Tennessee Code Annotated (T.C.A.),
§ 10-7-503, et seq., in effect, necessitates that the Town establish and maintain a program for the management of the records of its offices and departments; and
WHEREAS, Tennessee Code Annotated § 10-7-702 authorizes the Municipal Technical Advisory Service, a unit of the Institute for Public Service of the University of Tennessee to compile and print, in cooperation with the State Library and Archives, a records retention manual to be used as a guide by municipal officials in establishing retention schedules for all records created by municipal governments in the state; and
WHEREAS, the Board of Mayor and Aldermen desire to provide for an orderly and efficient system of records management applicable to Town officers and employees on the subject of public records management and preservation, and to ensure that the procedures used to manage and preserve public records will be uniform throughout the organization.
NOW, THEREFORE BE IT RESOLVED by the Board of Mayor and Aldermen of the Town of Collierville this ____________ day of September, 2005, that the attached Records Management Plan is hereby adopted to provide for a comprehensive, uniform system for management of Town records.
TOWN OF COLLIERVILLE
Records Management Plan
The Records Management Plan with its component, the Records Management Manual, is
designed to ensure a high level of customer service. The Plan provides a comprehensive,
uniform system for the efficient management, access, elimination and storage of Town records.
The purpose of the Plan is to:
• D efine a records management policy
• R etrieve, store and safeguard records
• A rchive records for the use of future generations
• D estroy outdated records for efficient storage space management
The following paragraphs summarize the components of the Plan.
Records Management Policy
• The Town Recorder shall be the Town’s Records Officer and will coordinate the implementation and maintenance of the Records Management Policy.
• Department Records Coordinators designated by the department heads will implement and maintain departmental records under the direction of the Town Recorder.
• The Records Management Manual (RMM) prepared in accord with the Municipal Technical Advisory Service’s (MTAS) reference guide “Records Management for Municipal Governments” and Tennessee State Library and Archives – Tennessee Archives Management Advisory (TAMA) 99-08 entitled “Appraisal and Disposition of Records” will serve as the official policy and technical guides to records management.
• The Department Records’ Coordinators will be trained by the Town Recorder initially
and periodically in the use of these guides.
Retrieval, Storage and Protection of Records
• As funds are available, all departments will duplicate vital records as defined in the
RMM for the purpose of storing duplicate records in a secure off-site location.
• The RMM will be amended periodically by the Town Recorder with approval by the Town Administrator to reflect advanced storage, retrieval and safety systems for various record types.
• The Town will explore the potential of using a Geographic Information
System for managing records.
Archival, Retention/Disposition of Records
• Archival records will be retained as recommended by the Tennessee State Library and Archives under the provisions of TAMA 99-08.
• Except for Board of Mayor and Aldermen (BMA) magnetic audio tapes and informational packets , d estruction of records will be implemented in accordance with MTAS schedules.
• BMA magnetic audio tapes will be retained for a period of three (3) years BMA informational packets will be retained for a period of ten (10) years. Tapes and packets will be stored at a Town Records preservation site specified by the Town Recorder.
• A rchival/permanent records will be stored at a Town records preservation site specified by the Town Recorder.
• Electronic records consist of magnetic tapes and disks, optical disks, compact disks (CD), and any other form of magnetic, electronic, or digital media and their associated software programs, documentation, manuals or instructions.
• Unless otherwise specified by this plan or by law, t he retention and disposition requirements for all records are the same regardless of the format (paper, microfilm, or electronic).
• Electronic records not listed on a retention schedule must be added.
• A specific plan for the protection, recovery, and/or salvage of public records involved in
a disaster will be developed and included in the Town’s Emergency Operations Plan at
the earliest possible date.
TOWN OF COLLIERVILLE
RECORDS MANAGEMENT MANUAL
I. Records Management Plan/Policy, Purpose and Scope
The purpose of the Records Management Plan is to establish a uniform Town policy to provide effective controls over the creation, distribution, use, retention, storage, retrieval, protection, preservation and final disposition of the records that are essential to the administration of the Town. This program is created to:
A. Provide for the proper and efficient management of the public records of Town of Collierville from creation to disposition in the following sequence:
1. Preparation for records storage
2. Creation and maintenance of a records storage system
3. Rapid retrieval
4. Retention and disposition scheduling
5. Microfilm or optical imaging applications
6. Destruction or transfer to archives or permanent storage
7. Disaster planning and recovery
B. Promote efficient administrative practices through the designation Department Records Coordinators.
C. Minimize overhead expense; reduce need for office space, filing equipment, file
maintenance and staff time.
D. Improve responsiveness to information retrieval requests by the public.
II. Authority, Duties and Responsibilities
A. The Town Recorder will administer the Records Management Plan and serve as the Town’s liaison to the Tennessee State Library and Archives with the following specific duties:
1. Maintain and annually distribute to Department Records Coordinators the
most current edition of the Town’s Records Management Plan and, Records Management for Municipal Government including retention schedules which serve, in conjunction with the Tennessee State Library and Archives – Tennessee Archives Management Advisory (TAMA) 99-08 entitled “Appraisal and Disposition of Records” as the official policy and technical guides for records management.
2. Assure that records are periodically transferred to the Tennessee State Library and Archives or to the Town’s Records Preservation Site, as appropriate.
3. Provide annual training and ongoing technical assistance and direction to
the Department Records Coordinators regarding all policies and
procedures of the Records Management Plan.
B. The Department Heads have the authority and responsibility to:
1. Appoint Department Records Coordinators to administer the department’s Records Management Program.
2. Maintain a departmental Records Retention and Disposition Schedule
that accurately lists all department records.
3. Assure that records are periodically transferred to the Tennessee State Library and Archives or to the Town’s Records Preservation Site, through the Town Recorder.
4. Review the department’s Records Retention and Disposition Schedule at
least once annually to ensure it is complete and accurate.
C. The Department Records Coordinators will be appointed by the appropriate
department heads to administer the records management program within their
department or division. The Department Records Coordinators will adhere to the
records management policies set forth herein with the following specific duties:
1. Prepare and maintain a master records inventory of all file series within
the department or division.
2. In accordance with the department or division Records Retention and
Disposition Schedule, establish an ongoing, periodic calendar for
destroying records or forwarding records to the Tennessee State Library and Archives
or to the Town’s Records Preservation Site as directed by the Town Recorder.
3. Assist and provide technical guidance and training to involved personnel
within the department and provide liaison with the Town Recorder.
III. Retrieval, Storage and Protection of Records
A. The Municipal Technical Advisory Service’s Records Management for Municipal Government , in conjunction with the Tennessee State Library and Archives – Tennessee Archives Management Advisory (TAMA) 99-07 entitled “Guidelines for the Use of Digital Imaging for Permanent Records” as the official policy and technical guides for records retrieval, storage and protection.
B. A master records inventory of all files within each department and division must
be prepared, updated on an annual basis and forwarded to the Town Recorder
on the specified forms.
C. A department C. A department Records Retention and Disposition Schedule , based on the retention schedules within MTAS’s Records Management for Municipal Government , must be updated annually for submission to the Town Recorder. This Schedule may be
supplemented to indicate archival/permanent records that do not appear on the
MTAS schedule and require storage at the Town Records Preservation Site. All department and division schedules and suggested modifications to the MTAS schedule must be routed through the Town Recorder to be forwarded for approval by the Town Administrator.
D. All vital records, as defined in the Tennessee State Library and Archives – Tennessee Archives Management Advisory (TAMA) 99-08, must be identified and duplicated for storage off-site as directed by the Town Recorder.
IV. Archival and Historic Records Retention/Disposition of Records
A. Archival records will be retained as recommended by the provisions of Tennessee Archives Management Advisory (TAMA) 99-08 and permanently stored Town’s Records Preservation Site or in the Tennessee State Library and Archives. All historic records not specified as “permanent” or “archival” in a current MTAS Records Retention and Disposition Schedule will be stored at the Town Records Preservation Site.
B. Approval for destruction of records, including permanent records that have been
converted to another physical format (such as microfilming), must be requested
on forms provided by the Town Recorder at least thirty days prior to
destruction. Records scheduled for destruction, as defined in the MTAS Records Retention and Disposition Schedule, must be clearly marked “Destroy after (date)” if they are stored in the Town Records Preservation Site. (If an investigation or litigation is pending or ongoing, records cannot be destroyed until the investigation is completed or the litigation resolved.)
V. Disaster Response
A. The department master records inventories, which identify the subject and
location of records, will be stored in a secure, off-site location to expedite the
removal/retrieval of vital and archival/permanent records in an emergency such as
a flood, fire, hurricane or earthquake.
B. In the event of a disaster, the initiation of communications, assessment of record
damages and salvage of records will be performed in accord with the Town’s
Emergency Operations Plan.