RNR Consulting conducted a Citywide review and assessment of the City of Sunnyvale’s records management needs, including: current records management practices and procedures; staff hours devoted to records management as well as future needs; State laws and City policies (City Charter, Municipal Code, Council Policies and Administrative Policies); and draft records retention schedules. The initiative was aimed at streamlining, enhancing and updating existing services for modernization of the City’s records management program and for reducing associated risk factors of records management.

With the aid of City’s Document Management Liaison Committee, the Steering Committee and the City’s Representative, RNR Consulting applied proven and tested methodologies consistent with the City’s guidelines and best in industry research. This allowed out firm to assess the need for an Electronic Records Management System (ERMS) and to develop an Implementation plan for the ERMS. The project team interviewed City personnel to obtain information about the City’s utilization and management of both electronic and paper documents. The project team documented hardware and software that were being utilized by the City and developed data-driven recommendations consistent with State laws; records management requirements for a Charter City; available proven technology and best practices related to records management.

RNR Consulting also assisted the City in the RFP process and the selection of an appropriate ERMS software vendor. Through a successful implementation of an ERMS, the City improved the overall utilization of resources; controlled the unrestrained growth of records volume; demonstrated compliance with statutory and regulatory recordkeeping requirements; enforced the consistent implementation of recordkeeping policies; improved the ability to locate and retrieve records when required, and reduce risk factors.