Records Management and Retention Schedule Consulting Services

The City of Thousand Oaks seeks a qualified vendor to provide Records Management Consulting Services to update the City's Records Management Program and Records Retention Schedule.

The City of Thousand Oaks is located in eastern Ventura County and consists of 56 square miles. The City population is approximately 122,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five elected members through district-based elections, with one member serving as Mayor on an annual basis.

The City operates a centralized and comprehensive Records Management program overseen by the City Clerk Department. The initial Records Retention Schedule, adopted in 1985, was developed during a time when the focus was on capturing and categorizing every type of record created for City operations. Over time, this approach resulted in a highly detailed and complex schedule, which has become difficult to manage and implement. In 2019, the City began shifting to a more streamlined "big bucket" retention strategy to enhance compliance and ease of retention. The City’s goal is to partner with a vendor experienced in local government records management programs to help complete the "big bucket" schedule transition.