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June 18, 2024 Board Meeting
Agenda Item 38.
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| | | | | | | | Title
APPROVAL OF UPGRADE OF RECORD RETENTION SUPERVISOR
Description
The Records Management Supervisor is essential for the efficient operation of the district’s records management system. The supervisor ensures that all records-related processes are compliant, efficient, and meet the district's high standards. This position oversees a team that processes over 2,700 student and employee requests, maintains and updates 1,136 forms on SharePoint, reviews and destroys over 3,500 cubic feet of records, and processes over 800 Public Records Requests annually. The supervisor is responsible for reviewing policies for the designated department, ensuring that all procedures comply with current standards and regulations. As the district expands, the volume of records and requests processed by this position has significantly increased and required greater technical skills. This includes managing additional records for new schools, programs, and staff.
Gap Analysis
The position requires in-depth knowledge of records management practices, legal requirements, and the technical operation of records systems and cloud-based software. This includes working with legal counsel as needed to ensure compliance with legal standards. The supervisor serves as a Records Management Liaison Officer to the Florida Department of State, Division of Library and Information Services, ensuring the implementation of statutory requirements and adherence to state regulations. The supervisor must educate staff across the district on records management practices and compliance, ensuring that all departments utilize the services effectively and adhere to proper procedures.
Previous Outcomes
The position was slated for reclassification to reflect its increased responsibilities and the specialized skills required before the COVID-19 pandemic. However, the pandemic caused significant disruptions and delays. Given the pivotal role of the Records Management Supervisor, along with the increased responsibilities and workload due to district growth, it is essential to reclassify and increase the pay for this position.
Expected Outcomes
This change will ensure the retention of high-caliber professionals dedicated to excellence, efficiency, and fiscal responsibility, ultimately supporting the district’s mission to provide quality education and services. Recognizing the unique, specialized knowledge required, the complexity of the tasks involved, and the significant impact on the district’s operations and legal compliance, an adjustment in classification and compensation is both justified and necessary.
Strategic Plan Goal
Pillar 4 - Every School Equipped
Priority 2 - Create High Quality Infrastructure
Recommendation
That the Board approve the group classification level for Records and Forms Management Supervisor be changed to Group F as presented.
Contact Information
DANIELLE SCHWIED danielle.schwied@sarasotacountyschools.net
TRACY BRIZENDINE tracy.brizendine@sarasotacountyschools.net
BONNIE PENNER bonnie.penner@sarasotacountyschools.net
Financial Impact
$34,169
Funding Source: General
Cost neutral – position eliminated to fund upgrade
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