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Accomplishments and Priorities

2009 Accomplishments include:
  • Received a NYS Local Government Records Management Improvement Fund Grant for $27,699 (minus any State cuts) to scan and digitize all vital records for easy retrieval and microfilm these records for permanent storage. With the award being so much less than the original request, staff was forced to research other ways to reach our goal of preserving our vital records. Other companies were contacted to present their systems, and a lower-cost approach will be used, saving the city and state quite a bit of money.
  • Purchased computer program to begin indexing and cashiering Clerk’s Office daily work.
  • Added to and updated the City Clerk’s webpage information
  • Continued to update many forms and instruction sheets used in the office
  • Added to the City Clerk’s Office Procedures Manual
  • Finished preparing older birth books for preservation by correcting indexes and eliminating scotch tape used to secure documents.
  • Moved the Clerk’s Office into a new office and organized all records to better serve our customers, both internal and external.
  • Based on the records retention schedule, the office was able to destroy 14 boxes of records that were outdated.
  • Began working to organize older contracts and easements to create computer indexes for easy retrieval
  • Made arrangements with the Historical Society to store our older minute books in a safe environment
2010 Goals for the City Clerk's Office::
  • Use grant money received in 2009 to scan and microfilm all birth, death, and marriage records for permanent storage and preservation of the records.
  • Research Grant monies for future years to make office a safer environment for the permanent records, including fireproofing.
  • Continue adding older records to the Clerk’s computer index for quick retrieval.
  • Continue to work to improve customer service and upgrade equipment to better serve the public, the Mayor and Council, and all departments.
  • Continue working on the Clerk’s Office Procedures Manual.
  • Research available New York State Archives courses to better understand records retention and preservation.
  • Continuously look for ways to save the City money and reduce energy costs.
  • Continue to organize older contracts and easements and complete computer indexes for easy retrieval
  • Complete dog census in the City of Geneva
 
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