FY2016-17 Budget Final

ACTIVITY SUMMARY

DEPARTMENT

ACCOUNT

PROGRAM/ACTIVITY RECORDS MANAGEMENT

GENERAL ADMINISTRATION

101-001-011

* Process public information requests through the Go Request system. * Purge of annual records with an annual records destruction according to the Texas State Library and Archives Commission. * Publication of the City Agenda through the City website and Granicus. * Administer the Records Management Policy & Procedures in accordance with State Law. *Administer the collection of applicable PERFORMANCE MEASURES/SERVICE LEVELS MISSION/PROGRAM DESCRIPTION The role of the Records Management Department is to improve citizens' access to local government by providing accurate and timely information through production and diligent care of the City's official records. The purpose of this position is to provide administrative support to the department. This is accomplished by answering the phone and responding to inquiries; greeting customers; providing general assistance; composing correspondence; completing forms; gathering materials and supplies for City Council & Supervisors; taking payments for services; processing monies for deposit; and completing related administrative tasks. Additional duties include processing records and report; maintaining documents and records; and completing projects as assigned. Within this role, other responsibilities include, but are not limited to, directing and processing requests to personnel; scheduling and maintaining calendars; making travel arrangements; composing, forwarding and retaining documents and certifications; identifying and analyzing issues; preparing, proofing & editing, and submitting agenda items; and preparing and submitting special reports, and related documents. (i.e.: Congratulatory Letters, Proclamations, etc.)This position also oversees the coordination and rececipt of applicable fees for Beer and Wine permitting. GOALS AND OBJECTIVES

FY 2014 Actuals

FY 2015 Actuals

FY 2016 Target

FY 2017 Target

Quantifiable Factor(s)

Activity Demand/Workload Number of public information requests

375

375

375

375

Number of City Council Meeting agendas published Number of Records Destruction Forms reviewed for Records Destruction / Shredding Event Number of Council approved agenda item documents routed to staff

37

44

41

40

23

38

96

37

N/A

78

75

75

Efficiency/Effectiveness Measures M&O budget per capita M&O budget % of General Fund budget

$1.03 0.16%

$1.02 0.16%

$1.00 0.15%

$1.22 0.17%

Percentage of public information requests completed within ten days Percentage of City Council Meeting agendas posted within 72 hours Average amount of documents (in pounds) purged from City files Percentage of Council approved agenda item documents routed to staff within 2 days

87%

87%

86%

90%

100%

100%

100%

100%

5,000

15,113

5,000

3,000

100%

100%

100%

100%

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