Introduce a 100% paperless, city-wide, electronic record management system to preserve the city’s 125-year-old history with clear retention date policies
Sherwood is over 125 years old, and this history comes with a lot of records. City Recorder Sylvia Murphy knows how important good record-keeping is: “Our City Council records date back to the late 1800s, and consist of legislation, council meeting minutes, court records, and much more. This is precious data giving an insight into history that we absolutely have to preserve permanently. In my role as City Recorder I am very aware of the risks of a natural or manmade disaster to our records.”
She adds: “Already, I have blocks of time with record gaps where a fire has destroyed paper records, or they have been damaged through poor storage. Although Sherwood has introduced an electronic record management system, this has not been adopted city-wide. It was partially implemented and not supported by robust record management processes. To add a record, up to 10 fields had to be completed, which made it time-consuming and cumbersome.”
The system did not support a clear retention policy that would alert record owners when a record had met its retention date. As a result, the system became a ‘dump-all’ with no clear structure. The team looked for a user-friendly solution that would support a 100 percent paperless system, with the opportunity to open certain record types up to public access.