MEMO TO: Members of the City Council
FROM: Mayor Angela Birney
SUBJECT:
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Approval of Consultant Contract with FreeDoc in the Amount of $104,857.12, for Records Management Support Services
I. RECOMMENDED ACTION
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Approval of a consultant agreement with FreeDoc in the Amount of $104,857.12, to support the City Records Program. Council approval is required for contracts over $50,000.
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II. DEPARTMENT CONTACTS
Maxine Whattam, Chief Operating Officer 425-556-2310
Jonny Chambers, Technology and Information Services Director 425-556-2160
Cheryl Xanthos, City Clerk 425-556-2191
Charliann Cross, Records Management Program Coordinator 425-556-2194
Dawn Johnson, Project Management Office Manager 425-556-2179
III. DESCRIPTION/BACKGROUND
In October 2019 the City Council adopted RMC 1.03, City Records, which established the City Records Program. The City is required to manage records in compliance with laws and rules laid out by the State of Washington and this policy sets a tone of openness and transparency. RCW 40.14.020 states that public records are the property of the State of Washington and do not belong to the individuals who create or receive them. These records must be kept, managed, and disposed of lawfully, in accordance with approved records retention schedules.
In order to achieve the goals of City Records Program, the Clerk's Office would like to bring in a consultant to work with the City's Records Management Program Coordinator to create a full inventory and assessment of the City's records. In December 2019 an RFP was issued for records management services to support the City Records Program. There were two responses and FreeDoc was chosen. The consultants with FreeDoc have strong experience in records management, the Washington State Archives, and records retention schedules.
The Scope of Work:
* Records Assessment: review of the administration and management of public records as it relat...
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