ACTIVITY SUMMARY
DEPARTMENT
ACCOUNT 101-001-011
PROGRAM/ACTIVITY RECORDS MANAGEMENT
GENERAL ADMINISTRATION
* 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 Agenda Quick. * 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 2021 Target
FY 2018 Actuals
FY 2019 Actuals
FY 2020 Actuals
Quantifiable Factor(s)
Activity Demand/Workload Number of public information requests
385
618
350
400
39 13
44 40
35 10
35 20
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
75
160
75
75
Efficiency/Effectiveness Measures M&O budget per capita M&O budget % of General Fund budget
1.46
$1.22 0.16%
$1.38 0.17%
$1.55 0.18%
0.16%
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
88%
91%
88%
88%
100%
100%
100%
100%
3,500
5,500
3,000
3,000
100%
100%
100%
100%
139
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