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Home My WebLink About; ; Records Management Program AUDIT-Geographic Information System; 2009-03-01CITY OF CARLSBAD Records Audit Department: GEOGRAPHIC INFORMATION SYSTEMS Calendar Year: 2008 Records Manager Review: ^//*T^y7~2^?(-^) Date: h -II - ft(^,-- {_s —— Department Review: ~7'(e^L^^£ *^<~ Date: &/€> ?/# ^ AUDIT PURPOSE This audit has been conducted by Records Management staff. The purpose of the audit is to determine whether the records in your department are created, received, maintained and disposed of in accordance with the requirements of the Records Management Program. This audit also provides an opportunity for staff to evaluate the need for additional training and materials, and determine whether revisions to the current retention schedule are necessary. The audit elements listed below summarize the audit findings and identify whether each are in compliance with Program guidelines. Items requiring follow-up are identified in the "Action Iteai' section in the Audit Summary. Records Management staff will make every effort to ensure these action items are completed within the designated time period. We appreciate the time your staff took to participate in this audit You may contact Ronna Stickrod at 434-2919, if you have any questions or concerns regarding the results of the audit Records Audit conducted on 03/11/2009 by the following staff members: Records Staff: TANYA BTORK Department Staff: KARL VON SCHT JRDF.R, JTJNA ArOSTA) DAVIT) YOTTNO Report Reviewed by: Ronna Stickrod Records Management ' Page 1 of 2 Annual Audit Report - CIS Revised 1/09 AUDIT ELEMENT Records Management Program (RMP) Training Records Retention Schedule (RRS) Records Destruction FINDINGS All staff trained 03/1 1 /2009 Retention period change requested for 1005- 05 Base Maps None ACTION None See Action Item 1 None AUDIT SUMMARY Findings: »** Records Management staff verified diat the Records Management Program has been implemented and is continuing to be applied to those records for which this department is designated as the "Office of Record" in the Records Retention Schedule. This was the first records audit for the GIS department. Attending staff were trained on the Records Management Program and participated in the audit discussion. Karl Von Schlieder was designated as the Records Management liaison. GIS has a separate database server that stores and hosts geographic and tabular data with approximately 140 map layers. These records are compiled from data received from SanGIS, SanDAG, state, federal and internal input General zone and planning maps are updated annually, and parcels are refreshed every quarter. A snapshot of the root directory is attached for reference. Compact discs of data received from SanGIS are currently maintained as back-ups. See Action Item 2. GIS generates products and export files requested by departments internally which are incorporated into Agenda Bill exhibits, Report & Study maps, and other documents. Currendy these are stored on a file server indefinitely. See Action Item 3. Physical files stored in the GIS department are mining and limited to transmittals, working files, personnel and intern files, and non-record. Action Items: 1. The current operating procedure in the GIS department is to overwrite data on the database server when it is updated. The retention of 1005-05 Base Maps PE may need to be revised to reflect superseded instead of permanent GIS staff also recommended that the record name be changed from Base Maps to GIS Database to more accurately reflect all of the contained data. 2. Records Management will research the record value of superseded GIS data. If it is determined that this information needs to be maintained, Records Management will work with GIS and IT to ensure that this data is archived in a stable and secure media. 3. Records generated for internal requests are incorporated into independent records that are separately maintained, archived, or destroyed according to the retention schedule. Copies of these files stored with GIS should be retained only as long as they are needed for reference or research. Records Management Annual Audit Report - GIS Page 2 of 2 Revised 1/09 Fte Edit View Favorites tools Help (^Back j f Search Folders Address |*gj:\ Folders x - ^Don'Gis-app'O:) ffl d AccuracyStandards ffl d APN_Convert ffl d AssessorDownfoads ffl d Attribute-excel ffl d cargis2 * jcbgis ffl d CDLabds B d Census2010_LUCA QB d CountyEOC ffl d Documentation + _J DOWNLOAD ffl d DrWatson IB d DudekData SB d ESRI License Files ffl d ESRIJJpgrades ffl d geotech » _| gis_viewer ffl d GdfCourse0608_Guida ffl d GoogleEarth_SketchUp *i _) ImageryPurchases * _i LayerFtes ffl d Lemmy + _j MarineBoundary ffl d Merrick_2005 + _j MerrickData .+! 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Shortcut to Cityapps on 'Fara . . . jj Shortcut to Requests 33]XToolsC5.prj Size Type Fte Folder File Folder Fte Folder Fte Folder Fte Folder File Folder Fte Folder Fife Folder Fte Folder Fte Folder Fte Folder Fte Folder Fte Folder Fte Folder Fte Folder Fie Folder Fte Folder Fte Folder Fte Folder Fte Folder Fte Folder Fte Folder Fte Folder Fie Folder FfeFokter Fte Folder Fte Folder Fte Folder Fte Folder File Folder Fte Folder Fte Folder Fte Folder Fte Folder File Folder Fte Folder File Folder Fte Folder File Folder Fte Folder Fte Folder 30KB Microsoft Off ice Wo... 81 KB Microsoft Office Po. . . 1 KB Shortcut 1 KB Shortcut 1KB PRJFte Date Modified 10/15/2008 1:08 PM 04/18/2008 4:59 PM 03/02/2009 9:27 AM 08/24/2006 4:40 PM 11/06/2008 2:08 PM 03/09/2009 7:54 AM 01/07/2009 6:04 PM 06/06/2008 11:37 AM 10/14/2008 8: 10 AM 01/22/2009 10:51 AM 08/24/2006 4:40 PM 08/24/2006 4:40 PM 08/24/2006 4:40 PM 01/18/2007 2:51 PM 08/24/2006 4: 40PM 01/14/2009 8:53 AM 08/24/2006 4:40 PM 07/10/2008 7:58 AM 09/02/2008 4:41 PM 09/15/2008 3:32 PM 02/26/2009 4:44 PM 08/24/2006 4:40 PM 04/05/2007 3:43 PM 06/1 1/2008 3:30 PM 04/23/2008 7:09 AM 02/04/2009 3:08 PM 03/09/2009 5:07 PM 08/24/2006 4:40 PM 12/1 1/2008 10:41 AM 05/14/2008 7:44 AM 08/24/2006 4:40 PM 05/22/2008 8: 16 AM 04/17/2008 5:06 PM 12/10/2008 6:29 PM 12/09/2008 3: 37PM 01/26/2007 3: 15PM 04/18/2008 10:13 AM 10/05/2006 7:47 AM 09/1 1/2008 7: 38 AM 08/24/2006 4: 40PM 12/28/2006 9:22 AM 04/21/2008 10:06 AM 09/07/2007 11:39 AM 01/07/2008 5:34 PM 12/11/200710:07 AM 02/22/2006 4:02 PM