Specifications include, but are not limited to: The District is seeking proposals from qualified consultants to conduct a thorough review and assessment of the District’s currently records management policy and records retention schedule; recommend updates to the policy to capture all records, print and electronic; finalize the policy and assist the District in implementation; and provide annual review and maintenance for up to four years. The goal of the District’s policy and schedule shall balance: • Legal requirements and industry best practices to minimize risk to the District • Business needs of the District • Financial impacts of cataloging, filing, retaining, reviewing, and destroying records Phase 1: Assessment Tasks: The Consultant shall conduct an on-site assessment with each department to evaluate: How the current policy and schedule is being used; what variations are being used to accommodate records not identified in the policy and schedule; and the type and magnitude of records maintained by each department. District departments include: Accounting, Administrative, Human Resources, Facilities, Operations, Rancho Las Virgenes Compositing Facility, Resource Conservation, Tapia Water Reclamation Facility, and Westlake Filtration Plant. Additional meetings may be required by the consultant in order to understand and document all of the requirements. Consultant is required to review and identify the following information, at a minimum” 1. Current policy and schedule 2. Adherence, by the District, to the current policy and schedule 3. Types of records generated – print and electronic 4. Applicable federal, state, and local laws/regulations 5. Systems used to store records – current and archived 6. Current taxonomy and metadata implemented 7. Gap analysis on the existing policy and schedule compared to industry standards 8. Areas of potential record duplication Deliverables: 1. Work Plan: Develop work plan including a timeline with estimated days/hour required to complete Phase 1. Include on-site meetings with project team and interviews with records coordinators from each department. 2. Report: Provide a comprehensive report with Phase 1 findings. 3. Key Stakeholder Meeting: Conduct one on-site presentation of the gap analysis findings to the District’s project team. Phase 2: Recommend Updates: Tasks: Based on information gathered in Phase 1, the Consultant shall develop and present the District with the recommended updates to the existing policy and schedule. The recommendations must include all records – electronic, hardcopy, etc. The Consultant shall work with each department to review the recommendations to ensure updates are clear, complete, and meet all legal requirements. Deliverables: 1. Written report with recommended updates. 2. Meeting(s) with District departments to review recommendations. 3. Presentation for District staff to take to the Board of Directors to seek approval of the updates. Phase 3: Final Policy and Implementation: Consultant will provide the final policy and schedule and assist the District in rolling out the updated information to all departments. Deliverables: 1. Final Records Retention Policy and Schedule
