Records Management and Retention Schedule Consulting Services

Background
The City of Thousand Oaks, located in eastern Ventura County, seeks a qualified vendor to provide Records Management Consulting Services aimed at updating the City's Records Management Program and Records Retention Schedule. The City operates a centralized records management program overseen by the City Clerk Department.

The initial Records Retention Schedule was adopted in 1985, but over time it has become complex and difficult to manage. In 2019, the City began transitioning to a 'big bucket' retention strategy to enhance compliance and ease of retention. The goal is to partner with an experienced vendor to complete this transition.

Work Details
The consultant will perform comprehensive records management consulting services including:

1. Initial Assessment: Review existing policies and schedules, identify gaps, and meet with department representatives.

2. Records Retention Schedule Revamp: Develop a new retention schedule that groups records into broader categories while ensuring legal compliance.

3. Review and Update of Legal Citations: Conduct an in-depth review of all legal citations related to the current retention schedule, ensuring compliance with federal, state, and local regulations.

Specific tasks include conducting an initial assessment of the current records management program; developing a new retention schedule using the 'big bucket' approach; reviewing and updating all associated legal citations; and creating an implementation plan.

Period of Performance
The estimated duration for completing the initial assessment and updates is three months from the issuance of notice to proceed.

Place of Performance
The services will be performed at various locations within the City of Thousand Oaks as required for meetings with department representatives.