Manage and Update Public Records Template

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Ensure the accuracy and accessibility of public records with this detailed template designed for City Clerks & Treasurers. This project covers everything from cataloging and digitizing physical records to implementing a record management system and creating a public access portal.

Utilize this template to maintain record accuracy, conduct regular audits, and establish a record retention schedule, ensuring that all public records are up-to-date and easily accessible.

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Manage and Update Public Records for Priority Matrix

Manage and Update Public Records in Priority Matrix

Keep public records updated and accessible with this comprehensive management template.

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Proposed Tasks

High Impact, Quick Wins

  • Catalog Existing Records - Due in 1 week
    ☐ Identify all existing records ☐ Sort them by type and date ☐ Record any missing or incomplete information
  • Conduct Training for Staff - Due in 2 weeks
    ☐ Prepare training materials ☐ Conduct training sessions ☐ Address any questions or concerns
  • Update Incomplete Records - Due in 1 month
    ☐ Identify incomplete records ☐ Research the missing information ☐ Update the records with the new information

High Impact, Long Term

  • Establish Record Retention Schedule - Due in 2 months
    ☐ Research legal requirements for record retention ☐ Create a schedule for retaining and disposing of records ☐ Implement the schedule
  • Digitize Physical Records - Due in 3 months
    ☐ Identify all physical records ☐ Prepare them for digitization ☐ Digitize them using a scanner or similar device ☐ Verify the quality of the digital copies
  • Implement Record Management System - Due in 5 months
    ☐ Research available record management systems ☐ Select an appropriate system ☐ Implement the system ☐ Train staff on using the system
  • Create Public Access Portal - Due in 6 months
    ☐ Design the portal layout ☐ Develop the portal ☐ Test the portal ☐ Launch the portal

Low Impact, Quick Wins

  • Maintain Record Accuracy - Ongoing
    ☐ Regularly review records for accuracy ☐ Correct any errors or inconsistencies ☐ Update records as needed
  • Dispose of Obsolete Records - Due in 4 months
    ☐ Identify obsolete records ☐ Prepare them for disposal ☐ Dispose of them in a secure and legal manner

Low Priority / Etc.

  • Conduct Regular Audits - Ongoing
    ☐ Plan and schedule audits ☐ Conduct audits to ensure record accuracy and completeness ☐ Address any issues identified during the audit