Resolution No. 22-24RESOLUTION NO. 22-24
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA DIRECTING
THE CITY MANAGER TO INITIATE AND OVERSEE THE RECORDS
MANAGEMENT REVIEW PROJECT IN COORDINATION WITH THE CITY
CLERK; AUTHORIZING THE CITY MANAGER TO ENGAGE AN OUTSIDE
CONSULTANT TO ASSIST IN THE REVIEW PROJECT WITH CERTAIN
PARAMETERS; REQUIRING THE CITY MANAGER TO PROVIDE REPORTS
TO THE COMMISSION; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, it has been many years since the City has undertaken a comprehensive review of its
records management system; and
WHEREAS, the City Commission did include in its 2022 Atlantic Beach City Commission
Priorities a priority to "establish best practices in the City Clerk's Office and throughout the organization
for records management, storage and disposal; and
WHEREAS, it is in the best interests of the City and its residents, businesses and other
stakeholders to conduct a thorough review and update of the management, storage and disposal of public
records; and
WHEREAS, the City Clerk, the Information Technology Department and all City departments
are involved in records management at the City; and
WHEREAS, the City Commission desires the City Manager to initiate and oversee this records
management system project, including without limitation, the items as generally described in "Exhibit A",
Records Management, attached hereto and made part hereof, and
WHEREAS, the City Clerk and City Manager have advised the City Commission that they
support approval of this project and process.
NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach,
Florida, as follows:
SECTION 1. The City Commission hereby directs the City Manager to promptly initiate and
oversee the records management review project in coordination with the City Clerk, including without
limitation, the items generally described in "Exhibit A", Records Management, attached hereto and made
a part hereof, in order to establish best practices for records management, storage and disposal of public
records.
SECTION 2. Should the City Manager determine it is appropriate and effective, the City Manager
is hereby authorized to engage an outside consultant with substantial experience in public records
management systems in Florida to assist in the records management system review project, provided that
City Manager advises the Commission of his determination prior to retaining the consultant and that the
cost thereof shall not exceed $25,000.00.
Resolution No. 22-24 Page 1 of 2
SECTION 3. The City Manager shall present periodic progress reports to the Commission and a
final report identifying revisions and best practices to be implemented to the City's records management
system no later than one year from the date of this Resolution.
SECTION 4. This Resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED by the City of Atlantic Beach, this 14th day of March, 2022.
Elle-h'GYasser, Mayor
Attest:
Donna L. Bartle, City Clerk
Approved as to form and correctness:
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Resolution No. 22-24 Page 2 of 2
RESOLUTION 22-24 EXHIBIT A
RECORDS MANAGEMENT
Category Priority
Responsible Party
Date Started
Status
Notes
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1. Review and adopt applicable Division of Library and Information Services recommendations of recordmaking and
recordkeeping to formalize a city records management program to include the following:
a. Develop and adopt Records Management Policies, setting program objectives and organizational responsibilities
for the implementation and continued maintenance of a city-wide records management program.
b. Create a Records Management Plan and/or Procedural Handbook to guide staff in the day-to-day management of
records and information.
c. Vital, Permanent, or Archival records should be imaged and stored in the Laserfiche program.
d. City Clerk and staff should regularly attend records management training opportunities to stay abreast of public
records related requirements.
2. Consult the Division of Library and Information Services, Public Records Center Facilities Guidelines in determining
the best practices for records storage, retention and disposition:
a. Develop written procedures outlining the proper storage and management of all records — vital, permanent,
archival, and otherwise.
b. Complete a formalized inventory of the Off -Site Facility to determine facility contents and appropriate
management thereof. This should include the proper labeling of boxes.
c. Regular disposition of eligible records should be completed pursuant to the requirements of Pule 113-24, Florida
Administrative Code.
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3. Transfer all records considered vital, permanent, or archival out of the 0rf-Site Facility to an appropriate storage
area meeting the requirements of section 119.021(1)(b), Florida Statutes.
4. Improve the the process of records disposition to include:
a. Develop written procedures outlining records disposition city-wide and to include ail formats of records.
b. Coordinate the disposition of records that have met retention each fiscal year.