Office Space Records Clean Up:
- Gary was the first to go thru all his files in his office!
- He boxed up 8 boxes of records that were past retention.
- Now his office is cleaner and has room for all the COVID supplies that he has been getting for the City.
Paper Records in Storage Clean Up:
- The Public Works Crew (and John Woodcock) all worked hard and were the first to go thru all their records boxes that were in storage!
- They reviewed, collaborated and separated current active records and those past retention.
- They went thru 134 boxes!!!!
- They are now caught up on the OLD paper records from storage!
- The Recreation Department were a huge help this summer with digitizing some essential records.
- They scanned 39 boxes of essential records!
- All the water/sewer meter cards were scanned for permanent retention.
- 53 city property files were scanned.
Network Records Clean Up:
- Planning & Building and Engineering were the first to go thru all their electronic files and move all the files that had been disposed of from the 2018-2020 RRIC forms to a folder for disposition per the Washington State Retention Schedule!
- This was a huge project.
- Planning was able to move 3,500 files, 586 folders, and 1,477.8 MB from the network.
- Engineering was able to move 4,311 files, 125 folders, and 4,565.6 MB from the network.
- Both Divisions did a great job!
- Gary was the first to go thru his network folders
- He reviewed each file and determined the current active records and those past retention.
Records Projects That Are Being Done Currently:
- The Police Department has started their records project.
- They are going thru all the records that are in a storage room.
- They asked for help on how to get started and the City Clerk’s Office met and collaborated with them.
- Came up with a plan, a spreadsheet to help organize what the records were, retention, questions that need to be answered, and then what to do with the records.
- This will be a big project and when done will make things more efficient and up to date.
Record Organization Clean Up:
- Jessica has collaborated with several departments and has cleaned up the agreements, contracts, and bonds log.
- 1,020 agreements have been disposed of per the Washington State Retention Schedule.
- 260 bonds have been disposed of per the Washington State Retention Schedule.
- 9 City Property files have been reviewed, organized, logged and saved on the network.
- 24 boxes of essential records have been reviewed, organized, converted to TIFF, and saved in Box.com for permanent retention.