At a minimum, inventory data for each record series must identify the originating department, the storage location, container or box identifier, record series title or number, the record format, a general description of the records, the dates covered, and the applicable reference number and retention period from Schedule LGS-1 schedule, which will be used to calculate the approximate date when records become eligible for destruction.

The contractor should assume an inventory rate consistent with accepted archival practice. The standard inventory rate for paper records is generally one to two cubic feet per hour depending on the condition and organization of records.

B. Records Organization and Identification

The inventory will identify and advise the Village about records that will be eligible for destruction on June 30, 2027. The contractor will not be responsible for destroying the records. Records identified as eligible for destruction will be reviewed and approved by the Village prior to any disposition.

C. Records Management Needs Assessment and Program Plan

The contractor must include development of a records management needs assessment and a records management program plan for Village departments covered by the inventory.

The needs assessment should evaluate the departments’ current records management practices, including storage conditions, indexing practices, retention compliance, and records access.

The contractor will prepare a program plan that identifies short-term and long-term goals for improving records management within the Village. The program plan should outline recommended policies, procedures, organizational responsibilities, and implementation steps that will support ongoing compliance with the New York State Archives Records Retention and Disposition Schedule LGS-1.

3. Deliverables

The project should result in a records inventory in spreadsheet or database format, identification of records eligible for destruction, recommendations for improved storage and records organization, a records management needs assessment, and a records management program plan addressing short- and long-term records management goals.

4. Project Timeline

The project will begin on or about October 1, 2026 and must be completed by June 30, 2027.

5. Submission Requirements