Page 219 - NRH FY20 Approved Budget

DEPARTMENT / DIVISION FUND
CITY SECRETARY – RECORDS GENERAL
PROGRAM NAME
MUNICIPAL RECORDS
DESCRIPTION / MISSION
The mission of the Records Management Division is to provide systematic control of records regardless of their medium from
creation through final disposition or archival retention, including storage, retrieval, protection and preservation to reduce the cost
and liability associated with records and information management relative to space, litigation, privacy and regulatory non-
compliance. The division ensures the organization is creating and maintaining records that are essential and continue to be
deemed essential over the passage of time and are quickly located for the successful flow of governmental operations.

GOALS
• To develop effective records and information management strategies which achieve both compliance and cost savings for the
City of North Richland Hills. (Efficient and Effective Delivery of City Services)
• To provide the framework for information management education, awareness and innovation across all levels of the organization.
(Efficient and Effective Delivery of City Services)
• To serve as model records management program for other municipalities, counties, and entities. (Positive City Image)

OBJECTIVES
• Identify and take adequate steps to protect confidential and vital records.
• Design training that provide departments with records management guidance and the proper disposition of records.
• Establish rules that provide guidance on the management of electronic records.
• Effectively record and automate business activities and transactions of the organization for efficient retrieval by users.
• Develop best practices for management of electronic messages.
• Expeditious in response to open record requests.
• Encourage creativity and invest in innovation to enhance government transparency increasing customer satisfaction with
accessibility to city documents.
2017-18 2018-19 2019-20
PERFORMANCE MEASURES ACTUAL REVISED ESTIMATED
Goal: Financial Stability
95-100% departmental operating expenditures, budget vs actual 86.00% 39.00% 100.00%
≥ One (1) security audit - Laserfiche users 0 0 1
≥ 75% records destroyed within 60 days of eligibility for destruction
(off-site) 75.00% 0.00% 75.00%
Goal: Positive City Image
> Four (4) training/education classes for city departments 6 5 4
> 80% turn around time to respond to TABC applications within 5
days of receipt 38.00% 33.00% 80.00%
≥ Conduct two (2) inventory and audit of departmental records 0 0 2
> 75% of permit applications processed within 5 days 88.00% 95.00% 75.00%
< 3 complaints filed with Attorney General (PIA) 0 0 0
Goal: Efficient and Effective Delivery of City Services
≥ Two (2) innovative solutions to streamline/automate business 6 4 2
> 80% of open record responses provided within five (5) business
days (routine) 54.00% 89.00% 70.00%
> 70% of open record responses provided within eight (8) business
days (non-routine) 63.00% 93.00% 70.00%
> 70% city legislative documents stored electronically within five (2)
business days following Council approval 12.00% 11.00% 70.00%
> 70% city legislative documents stored electronically within twenty
(20) business days following Council approval 60.00% 63.00% 70.00%
> 90% of adopted ordinances codified and posted to online Code of
Ordinances in 30 days 69.00% 100.00% 90.00%
> Four (4) educational articles (Did you know) 0 0 4

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