How to Manage Local Government Records
In light of ever-expanding federal and state funding and mandates, local governments are forced to manage an increasingly large amount of paperwork. It is vital to put in place an efficient system for tracking these records. The last thing a town clerk wants to occur is to lose out on federal disaster recovery funding because he misplaced required documentation.
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Instructions
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Develop a classification system. A classification represents an individual topic. Possible classifications include water quality records, zoning board actions, Federal Emergency Management Agency (FEMA) project documentation, records of street maintenance, and grant applications. Each classification should be relatively broad so as not to create confusion over which record should be matched with which classification.
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Establish a physical infrastructure for storing the records. Historically, this has been accomplished through the use of file cabinets. Arrange the file cabinets by classification. For instance, records containing documentation of city council meetings should be kept separate from your citizen's utility deposit records or your fire department's Assistance to Firefighter Grant applications. Some file cabinets should be equipped with locks to protect sensitive letters.
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Develop a computerized tracking system. There are many software programs that allow the user to document record placement. Smaller towns may be able to utilize a simple spreadsheet such as the one provided by Microsoft Excel. Larger communities should use more sophisticated database software. A computerized system provides the exact location of a requested file to aid in quick retrieval.
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File the records. Assign each record a file number based on classification. Place the record into a file. Label the file with the name of the record, file number, the date the record was established and the date when the record can be destroyed. Place a new entry into the computerized tracking system documenting all of the above information and include the number of the file cabinet where the record was filed.
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Maintain a strong internal control process. Establish a series of internal controls governing access to the records. Enforce a policy of documenting each occasion of employee access to sensitive records.
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Conduct a periodic review of the classification system. It is especially important to review your classification system on a regular basis. Do not allow too many classifications to be created. A large number of classifications regarding similar topics will create confusion among the employees and lead to misfiled records.
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Tips & Warnings
It may be difficult to know which records must be maintained by law. Consider contacting the agency in your state in charge of maintaining public archives. The agency can provide advice on which records to destroy and which to keep.
Since developing the classification system is so important, do not be afraid to ask for help. Contact your state's association of local government organizations. Ask the staff to provide you with a framework of classifications, which you can customize for your town as necessary. They should also be able to direct you to other member communities or local experts for assistance, as needed. For instance, the Texas Municipal League provides members with a resource center and "solutions net" forum where members can exchange information and provide support for each other.
Ensure the classification system is scalable and can accommodate the expected influx of records. You can do this by numbering the records in a pattern that leaves plenty of unclaimed file numbers. You don't want to get stuck renumbering records because you ran out of assignable numbers.
