Page 194 - CityofSouthlakeFY27Budget

TABLE OF CONTENTS

FY 20 2 7 S TRA TEGIC Priorities
FY 2027 STRATEGIC Priorities

RECORDS MANAGER READINESS
1 The new Records Manager will be fully trained in records management, retention compliance,
and City Secretary operations by September 30, 2027. This supports the City’s strategic focus
on organizational excellence and an engaged workforce by ensuring continuity, compliance,
and effective service delivery. Resources include the Records Manager, City Secretary, Deputy
City Secretary and training materials and tools needed for success.

OFFSITE RECORDS INVENTORY COMPLETION
2 A comprehensive inventory of all offsite records will be completed by June 30, 2027,
improving records accessibility and retention compliance. This supports organizational
City Department Overview
excellence through improved records management and accountability. Resources include the
Records Manager and Deputy City Secretary, offsite records storage information, and records
management systems.

OFFSITE STORAGE REDUCTION
3 Offsite records storage inventory will be reduced by 9.5% through records disposition
and digitization efforts by September 30, 2027. This supports fiscal responsibility and
organizational excellence by reducing storage costs and improving efficiency. Resources
include the Records Manager, Deputy City Secretary, and City Secretary, digitization tools, and
an offsite storage vendor.

VOLUNTEER RECORDS REVIEW PROGRAM
4 A volunteer will be recruited and onboarded by December 31, 2026, to review digitized
records and assist with identifying records eligible for disposition. This supports organizational
excellence and community engagement by leveraging volunteer support to improve records
management. Resources include the Volunteer Coordinator, the volunteer, the Records
Manager, the Deputy City Secretary, and digitized records files.

DEPARTMENTAL RECORDS COMPLIANCE AUDITS
5 Records retention audits will be conducted for five City departments by September 30, 2027,

to improve compliance with the City’s records retention schedule and reduce unnecessary
storage. This supports good governance, organizational excellence, and risk management by
ensuring compliance with state records requirements. Resources include the Records Manager,
Deputy City Secretary, and City Secretary, and participating City departments.

194 FY 2027 City of Southlake | Budget Book FY 2027 City of Southlake | Budget Book 195