RFQ - Consultant Services for Records Management Inventory and Compliance Project.

Background
The Town of Greenville, NY (Greene County) is seeking quotes for specialized record management consultant services to assist with the Records Management Inventory and Compliance Project. This project is the first phase of the Town’s Comprehensive Records Management Plan Update. The Town is preparing a grant application for the 2025-2026 Local Government Records Management Improvement Fund (LGRMIF) to hire these services, aiming to achieve compliance with the Local Government Retention Schedule (LGS-1).

The Town has approximately 430 cubic feet of inactive and active records and employs three part-time staff members in its Supervisor's Office and Clerk’s Office.

Work Details
The selected consultant will provide the following services between July 1, 2025, and May 31, 2026:

1. Inventory, Review, and Identification of Retention Requirements for Inactive and Current Paper Records:
a. Review town inactive and current paper records;
b. Identify inventoried items per LGS-1;
c. Determine retention periods for inventoried items per LGS-1;
d. Work with town staff to identify records to retain beyond required retention periods;
e. Separate inactive records beyond their retention period;
f. Re-box retained records into standard storage boxes as needed;
g. Prepare an electronic database for Records Inventory including unique container identification number, container location, general description of contents, record series title and number, record series owner, retention period, date eligible for destruction;
h. Print box identification labels;
i. Sort inventory list by disposal eligibility, permanent records, records to be retained for a specified duration, and those needing further identification by town personnel.

2. Conduct Appraisal: Work with town staff to identify vital records, candidates for preservation or conservation, inactive records, obsolete records ready for disposal, and estimate future space requirements based on annual growth figures.

3. Conduct Needs Assessment: Develop a list of the town’s records management issues considering electronic record-keeping improvements, duplicate record management, filing equipment usage, infrequently consulted records storage needs, indexing improvements, microfilming candidates, historical records identification, and unsuitable storage areas.

4. Develop a Comprehensive Records Management Plan: Create a clear plan including current record situation analysis, prioritized focus areas, mission statement for records management, short-term goals and strategies as well as long-term goals (3-5 years).

5. Develop a Records Management Policy & Procedure Manual: Outline rules and procedures for effective record management ensuring compliance with legal standards while maintaining information security and integrity.

6. Train town staff on best practices for implementing the developed Records Management Plan.

Period of Performance
July 1, 2025 - May 31, 2026

Place of Performance
Town of Greenville (Greene County), NY