Adopted 2017 Annual Operating & Capital Improvement Budget

INFORMATION MANAGEMENT SERVICES
Statement of Purpose
The Information Management Services Program collects, manages, and disseminates reliable information in a timely
manner.
Description
The Information Management Services (IMS) Program coordinates and administers all of the Village’s general and
special elections and liquor licenses throughout the Village. IMS is responsible for maintaining the legislative history of
the Village, the preparation and retention of official records, and ensuring the accessibility of official Village documents.
The Information Management Services’ staff maintains and provides information related to City Council including
agendas and minutes of all City Council meetings and all official actions of the Village to City Council, staff, the
community, and other external customers.
Accomplishments
In 2016, staff deployed the Granicus Portable/Mobile Recorder Encoder. This system provided the ability to record and
broadcast live meetings outside of City Hall, such as the Arts and Humanities Council. It also enhanced the current
system by allowing two Council or Commission meetings held on the same night in two different rooms to be recorded
and broadcast at the same time. The current configuration in the recording system allowed recording one room at a
time. The encoder can be utilized to broadcast emergency meetings, the Village’s State of the City, or any other
meeting/gathering within the Village.
IMS also launched a pilot records management program in the human resources service area. New software enabled
the Village to implement a comprehensive records management program to include automated classification, retention,
and destruction of records to ensure compliance with state and other regulatory agencies. This records management
program manages electronic records and paper records, improving accessibility to information. The system allowed
human resources to improve efficiencies in maintaining and accessing accurate employee files while automating
records retention requirements.
Goals/Objectives
In 2017, the program will focus on the following initiatives:
Administration of the Village’s Regular Municipal Election wherein registered voters will elect eight City Council
members, who will each serve a two-year term.
Implementation of the next phase of the records management program to other service areas and departments
in the Village. Bringing in all Village records into one system allows for comprehensive sharing of information
organizationally and publicly, while adhering to the core requirements of records management principles with
online classification schemes, retention schedules, public record request tracking, and archiving per the
Colorado Open Records Act (CORA).
Outcome Measures
2014
Actual
2015
Actual
2016
Estimate
Percent of respondents rating service received from the Information
Management Services staff as good or excellent.
96 98 96 96
Percent of public records requests completed within legal requirement. 100 100 100 100
Percent of information requests disseminated within established service
level target.
100 98 98 96
2017
Target
68