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HomeMy WebLinkAbout3-3MOHAVE COUNTY REQUEST FOR BOARD ACTION FORM From: Joan McCall, Mohave County Recorder FORMAL ACTION ❑ CONSENT X Date: September 30, 2005 RESOLUTION ❑ OTHER ❑ BOS Meeting Date: Octoberfi05 1 - a -© INFORMATION ONLY 0 SUMMARIZE THE ISSUE & DESIRED ACTION CLEARLY /ATTACH BACKUP MATERIAL: Background: In order to standardize and manage the monumental amount of records produced by the various departments of the County, the State Legislature recognized the necessity for centralized records management to monitor and control County- wide'records maintenance, storage and retrieval in an economical and efficient manner. ARS 41 -1346 was enacted to direct the establishment of an agency within the County structure to ensure the proper management oversight and compliance with statute. Recommended Motion: Approve Administrative Procedure (3 -3), designating the County Records Management Office (Division of County Recorders Department) as the Records Management Agent for Mohave County in accordance with ARS 41 -1346, for immediate dissemination to all Directors, Elected and Appointed Officials. Reviewed and Approved By: County Attorney ❑ Personnel ❑ Finance 0 County Board Action Taken: V Approved as Requested No Action Taken ❑ Disapproved 0 Continued to ❑ Approved with the following changes: Acknowledged receipt and referred to Filing Information and Retrieval Filed Bid Agreement BOS Resolution Filed Yearly Correspondence Filed Petition Filed Dedication Filed Land Sold Filed Land Acquired Filed Franchise I.D. Resolution Filed Improvement District fled Other Date Routed: Z �5 Additional Information: XC: ( \. Ca�v Qi_ ct-r —k- Q `'('Y\ You are reminded that items for the agenda, along with complete backup, must be in the County Manager =s Office 10 days prior to Board Meeting. Item No.. n` Administrative Procedures (3 -3) MOHAVE COUNTY RECORDS MANAGEMENT PRO RAM Responsible Department: County Recorder Effective Date: September 29, 2005 Ron Walker, County Manager Revision Date: PURPOSE: This policy describes the Mohave County Records Management Program as mandated by ARS 41- 1346 and other pertinent Arizona State Statutes. BACKGROUND: The Records Management and Micrographics Division has been established as a subordinate activity of the County Recorder's Department, and has the responsibility to establish and maintain the Mohave County Records Management Program. This Program creates and implements systematic controls for records and other recorded information from the point of creation or receipt into the County through the final disposition of that information through the use of the Records Retention and Disposition Schedules as they apply to each County Department. The records and information media will be managed through a system of archiving, distribution, use, storage, retrieval, protection and preservation, and finally destruction. The Records Management Division will maintain an appropriate storage facility for archival records and film canisters. The Records Manager shall be the liaison between the County and the Arizona State Library, Archives, and Public Records Department for all related records activities. POLICY: It shall be the policy of the Mohave County Board of Supervisors to encourage all Elected Officials and Appointed Authorities, and to require all Department Directors to participate in the Mohave County Records Management Program and adhere to the Arizona State Statutes established to administer this program. IMPLEMENTATION: The County Manager shall distribute this Policy Letter to all departments, and ensure that the Records Manager has distributed copies of the Records Retention and Disposition Schedules to each pertinent department in order for the program to be initiated immediately. APPLICABILITY: This Policy applies to all departments and special districts of Mohave County. REFERENCES: ARS 41 -1345 ARS 41- 1345.01 ARS 41 -1346 ARS 41 -1347 ARS 41 -1348 MOHAVE COUNTY BOARD of SUPERVISORS P.O. Box 7000 809 East Beale Street Website — www.co.mohave.az.us District 1 District 2 Pete Byers Tom Sockwell (928) 753 -0722 (928) 758 -0713 County Manager Ron Walker Telephone (928) 753 -0729 FAX (928) 753 -5103 Date: September 15, 20 u To: Ron Walker From: Jim Kessler Re: Records Management Division Kingman, Arizona 86402 -7000 TDD - (928) 753 -0726 Johnson Clerk of the Board Barbara Bracken Telephone (928) 753 -0731 FAX (928) 753 -073 Cc: Gene Hepler W�61 We have reviewed the proposed "Resolution to Establish the Records Management Division" to serve all Mohave County departments (in compliance with ARS 41- 1346), the job description for the Records Manager position and the current year's budget for the Division. The statute clearly mandates this position as the sole liaison between the County and the State Records Management Center of the Arizona State Library Archives and Public Records. It's believed that in order to better perform the duties as required, this position needs improved visibility and credibility with all County departments. Therefore, a Board Action recognizing an Administrative Procedure is, recommended. The County Recorder has sanctioned the continuation of this function in her budget, since fee revenues are adequate to support it. The salary and related benefits for the Records Manager position is budgeted in "Recorders Surcharge" ( #20112800), a non - general fund division separate from the "Recorder" ( #10012800), a general fund department. This fund is self- sustaining with income from the surcharge on recordation fees for "automation and technology" and interest on cash reserves with the Treasurer. As a side note, one item in the "duties and functions" section of the Records Manager job description reads: "Develops and maintains a cost charge -back system ". This is something we may want to consider in the future and, if implemented, would provide reimbursement to the Records Management Division for the cost of micrographics services to County user departments. OMB would be available to assist in this endeavor. RECORDS MANAGER FUNCTION Performs professional and administrative work involved in the management and operation of the County's records storage and retention and micrographics programs. SUPERVISION RECEIVED Work is performed independently under administrative direction of the County Recorder. Work is performed with considerable latitude for discretion and judgment in the administration of Division goals and objectives and in supervising and evaluating clerical /technician support staff. Work is reviewed through conferences and results achieved. SUPERVISION EXERCISED Supervision is exercised directly over a staff of clerical/technician support personnel. EXAMPLES OF WORK PERFORMED / ESSENTIAL FUNCTIONS 1. Coordinates and supervises the daily work activities of a central micrographics and records storage center which involves the receipt, storage, retrieval, retention and disposition of County records. 2. Establishes standards, procedures and techniques for effective management of County records. 3. Stays current with all State directives and statutes pertaining to records management. 4. Reviews records management programs in participating County Departments. 5. Prepares periodic reports for the State Library and Archives Department as required. 6. Prepares and manages retention schedules and microfilming programs. 7. Ensures efficient utilization of central Records Center storage space. 8. Develops and implements training programs for records staff °and user departments. 9. Develops and maintains a cost charge -back system. 10. Selects, trains and evaluates subordinate employees. 11. Prepares annual budget for Division. 12. Prepares statistical and other written and oral reports and responds to requests for information. 13. Maintains security and preservation of records in storage. 14. Establishes and maintains effective working relationships with associate personnel and user Departments. 15. Evaluates division effectiveness. 16. Performs related work as required. WORK CONTACTS Regular contact with division staff, other County Departments and the State for the purpose of obtaining, furnishing or relaying specific information relative to records retention, destruction or microfilm operations. CONDITIONS OF WORK Work is subject to varying post or job site assignments and may be subject to call -back or on -call status and irregular schedules to include completion of work assignments on weekends and holidays. Work is also subject to traveling and irregular hours in order to perform work assignments. Work requires occasional moderate lifting of objects weighing from 25 to 50 pounds. DESIRABLE_ KNOWLEDGE, SKILLS AND ABILITIES: Advanced knowledge of: Records Manager.doc Page 1 — methods and procedures of microfilming and records management. — applicable laws, rules and regulations governing records retention. -- principles of supervision and administration. - -office practices and procedures. Specialized knowledge of: - -work flow, work distribution and simplification. Ability to: — develop and maintain records systems and procedures. —plan, organize, supervise, train and evaluate the work of subordinates. — analyze problems and provide appropriate recommendations. -- prepare clear, accurate and comprehensive reports and memoranda. -- communicate clearly and concisely, both orally and in writing. -- establish and maintain effective working relationships with County Departments, vendors, public agencies and the general public. -- fulfill all physical requirements of the class. ACCEPTABLE EXPERIENCE AND TRAINING Knowledge and experience equivalent to a bachelor's degree from an accredited college or university with a major in public administration, business administration or related field or certification as a records manager (CRM) through the American Records Management Association (ARMA), and three (3) to five (5) years of increasingly responsible professional experience in records management, including one year of managerial or supervisory experience; OR an equivalent combination of experience, education and training which provides the desired knowledge, skills and abilities. NECESSARY SPECIAL REQUIREMENT Must possess and maintain a valid driver's license. Must provide acceptable driving history at no cost to the County. DISCLAIMER The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. OCCUPATIONAL CATEGORY: FLSA STATUS: CLASS CODE: RANGE: EFFECTIVE DATE: CLASS SYSTEM MAINT REV 02/03 Class Validation Study Review: REVISED: Staff Exempt (Administrative) (Classified) 1600 02 -Rg 16 October 1, 1991 April 6, 1998 June 28, 2003 September 16, 2005 Records Manager.doc Page 2