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Extracted from Consolidated Report

This investigation was originally published as part of a larger consolidated report containing multiple investigations. View the consolidated PDF for the complete document.

Fresno County Grand Jury • 2004-2005

Education Committee Report The Education Committee of the 2004/2005 Fresno County Grand Jury, as well

Published: June 23, 2005 8 pages
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Findings 34 findings

F1 Page 32
Completion of retention schedules
F2
Storage of documents in the FCRMP facility 16 K. The Fresno County Auditor-Controller/Tax Collector and Public Defenders Office have completed all applicable retention schedules and store their documents in the FCRMP facility. L. Currently, the Agriculture Department and County Library have finished their retention schedules, but have not begun to implement the storage of documents phase. M. Not all departments in the county currently participate in the FCRMP. N. Prior to this program, records were frequently stored in an inefficient or inappropriate manner. O. Some departments’ methods of storage create serious physical safety hazards for staff and can result in financial liability to the county. P. Some storage facilities create fire hazards. Q. Not all of the county historical documents have been identified and protected. R. FCRMP primarily utilizes a county owned facility for its services. CONCLUSIONS A. The FCRMP has proven to be cost effective and an efficient approach to centralized County records management. B. Departments within Fresno County are not required to use FCRMP. C. Not all departments have developed retention schedules. D. The FCRMP requires equipment to provide centralized scanning of documents for all departments. Circumstances dictate the type of equipment needed. E. Use of a county owned facility by FCRMP is both cost efficient and practical. F. The FCRMP will assist departments and agencies with:
F3
Establishing retention schedules 17
F4 Page 34
Destroying outdated documents
F5 Page 34
Retrieving of documents with speed and ease
F6 Page 34
Developing electronic records
F7 Page 34
Centralizing storage
F8 Page 34
Reducing storage space and accompanying costs
F9
Identifying and protecting historical documents G. Four departments have completed all applicable retention schedules:
F10 Page 33
Auditor-Controller/Tax Collector
F11 Page 34
Public Defenders Office
F12 Page 33
Agriculture Department
F13
County Library H. Two departments have completed storage of documents in the FCRMP storage facility:
F14 Page 33
Auditor-Controller/Tax Collector
F15
Public Defenders Office I. Inappropriate storage of records results in:
F16 Page 34
Physical safety hazards for staff resulting in financial liability to the county.
F17 Page 34
Unnecessary rental expense for off-site storage
F18
Damage or loss of historical documents 18
F19
Establishing retention schedules 17
F20 Page 34
Destroying outdated documents
F21 Page 34
Retrieving of documents with speed and ease
F22 Page 34
Developing electronic records
F23 Page 34
Centralizing storage
F24 Page 34
Reducing storage space and accompanying costs
F25
Identifying and protecting historical documents G. Four departments have completed all applicable retention schedules:
F26 Page 33
Auditor-Controller/Tax Collector
F27 Page 34
Public Defenders Office
F28 Page 33
Agriculture Department
F29
County Library H. Two departments have completed storage of documents in the FCRMP storage facility:
F30 Page 33
Auditor-Controller/Tax Collector
F31
Public Defenders Office I. Inappropriate storage of records results in:
F32 Page 34
Physical safety hazards for staff resulting in financial liability to the county.
F33 Page 34
Unnecessary rental expense for off-site storage
F34
Damage or loss of historical documents 18

Recommendations 3