04-08-1996 Council Packet - Laserfiche WebLink

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March 11,19% To:City Administrator, Finance Director. Assistant Finance Director Public Works Superintendent Public Works Supervisor II From:John Olson Subject: Public Works Administration. Creation of a Management Analyst Position 1. About a month ago 1 was asked by the City Administrator to help assess the records management and administrative needs ot the Public Works Department. Initially, I conducted an inventory of the departments current files. 1 then organized the files by placing them in general categories which matched the operational organization ot the Public Works Department. While conducting the inventory ’ and subsequent organization. 1 discovered the following: Records Management Findings: a. Records were not organized by operational needs of the department. b. P.ecords were not filed with regard to current, historical, or intormational needs. 2. Based on the findings. 1 propose the following .solution: a. Records should be maintained in accordance with the organizational chart attached. This would provide the necessary division of information by operational needs. Information that is of concern to the entire department would be maintained separately, while information specific to any one operational area would be maintained by that area. b. Records should be separated and categorized by current, periodical, historical, and informational requirements. For example, current reporting for water testing should be maintained separately, the informational requirements and blank forms for water testing should be maintained separately, and finally, previous reports should be filed in historical files, eventually being stored in archive files. c. A library of operating manuals and maintenance information for each piece of equipment should be created and maintained. d. Specific records that are required for regulatory' compliance should be created and maintained.