1. Policy Development: We will initiate the development of a comprehensive document retention policy that outlines clear guidelines for the retention, storage, and disposal of documentation. This policy will be designed to meet the City’s operational needs as well as compliance requirements.
2. Approval Process: The draft policy will be presented to the City Council for approval. We will ensure that the policy is well-structured and takes into account the perspectives and needs of all stakeholders.
3. Implementation Plan: Following approval, we will establish a detailed implementation plan that includes timelines, responsibilities, and training for staff involved in document management.
4. Training and Awareness: We will conduct training sessions for employees to familiarize them with the new policy and procedures. This will include workshops and resources that emphasize the importance of compliance and proper documentation practices.
5. Regular Reviews: A schedule for regular reviews and audits will be implemented to ensure adherence to the policy. Feedback mechanisms will be established so that any challenges can be addressed timely.
6. Monitoring and Reporting: We will set up monitoring systems to track compliance with the policy and allow for regular reporting to the City Council on adherence levels and any issues that arise.