Records Management Best Practices for Central Coast Water Authority, a California Joint Powers Authority Lisa-Marie Long
Program: Public Administration: Capstone-Creative Project: Master of Public Administration (MPA)
Awarded: November 2017
Capstone Instructor: Dr. Christi Bartman
Abstract: Records Management. Done properly, it will create organization, efficiency, and relief from potential legal liability. Done poorly, it will create disorganization, multiple copies of documents, inability to locate required data, employee dissatisfaction, as well as undue exposure to risk. In order to create a plan to manage the records, both physical and electronic, for a California Public Agency, best practices were researched, records were inventoried, staff input was sought, and a retention schedule and phased schedule of completion was completed. The subject agency is also a Joint Powers Authority with multiple member agencies and ties to the California Department of Water Resources. This project resulted in a draft Records Management Policy, a retention schedule, as well as a cohesive ongoing plan to inventory, manage and maintain all electronic and physical records in the agency. Oversight was assigned to the Office Manager to ensure compliance and timely destruction of records going forward. This plan will manage the historical and current records of this agency properly into the future, as well as creating a framework for other agencies to use, all the while keeping regulations and business needs in the forefront. Coordination included senior management, all divisions of the agency, as well as the California Department of Water Resources.