Records Management Department Spotlight
April 2024
Since 1995, April has been recognized as National Records and Information Management Month. Records & Information Management Month is celebrated to highlight the impact records management has on organizations, as well as the value and importance of organizing and maintaining records and data for the efficient and effective management of information.
We hope you enjoy this Department Spotlight as part of the celebration.
What services are offered by the department?
Records Management Services offers a range of essential services to support the operations of the Clerk of the Circuit Court and Comptroller and the Board of County Commissioners (BCC) agencies. These services include records storage, box retrieval, document imaging, file improvement, document retention, and destruction.
Records Management is vital for several reasons: compliance with public records laws, reduction of duplicate records, preservation of historical and vital records, and prevention of premature destruction.
Overall, Records Management plays a crucial role in ensuring efficient and effective management of records, promoting transparency, compliance, and accessibility while safeguarding the integrity and value of organizational information assets.
What projects is the department currently working on?
Records Management is currently working on several document imaging projects for BCC agencies and Appointing Authorities, as well as back-file scanning for the Clerk’s Office. In addition, we are exploring efficient and cost-effective methods for creating digital images from microfilm for documents requiring long-term retention.
What are some achievements of the department within the last year?
Records Management recently consolidated operations from two facilities to one records administration and storage facility located in downtown Clearwater. We completed a major data conversion to our new Gimmal platform within the past year. The Gimmal system merged two separate systems for box management and court case file management into one central document management system, complete with workflow capabilities that we did not have previously. Thanks to Gimmal, we now distribute Destruction Authorization Forms to you electronically rather than those voluminous paper documents you received in the past!
What do you enjoy about working in the department?
- Christopher French (Records Specialist 1): Even though there are many reasons I like working for the Pinellas County Clerk of the Circuit Court Records Management Department, I will give my top three: 1) Outstanding leadership: Our seniors, supervisors and managers have a department where communication (both ways) is open, clear, transparent, reliable, and delivered at an appropriate time. Not only do they encourage us to do our best and improve our knowledge and skills, but they also provide feedback to help us achieve those goals. 2) Appreciation: In the department, we are treated with the utmost respect and given encouragement. This occurs at all levels within the department. The members of the department feel respected and valued. 3) Office culture: The working environment in Records Management is one where people feel welcomed and comfortable. It has a good balance of work-centered and employee-centered philosophies.
- Lisa Jimenez (Records Specialist 1): What I love most about working for the Records Management Department is it’s an environment where you can work independently, but if you need help you know you have a team behind you. Everyone is ready to support you on challenging days with a positive attitude. We also have a great work-life balance where management is sure to create an atmosphere where you feel meaningful.
- Susan Spallone (Records Specialist 1): The people are the number 1 reason on my list. Even though we are separated by cubicles, everyone is eager to teach what they have learned. Over 25% of our team have been with the County 10 years or more, making this department very experienced. Management is strict with procedures but make a very repetitious job fun with interdepartmental activities.
- Sandra Tuller (Senior Manager): I feel challenged every day! The records management field is changing rapidly, and keeping up with technological advances is certainly a full-time job. I am blessed and honored to have worked with other departments to help develop a robust and sustainable records management protocol that will take Pinellas County into the future. Together, we are making a difference for the citizens we serve.
What do you want people to know about the department that most people don’t know?
Records Management is available to provide document imaging services for all Appointing Authority agencies.
How can employees reach out to the department?
Employees can reach out to the department via email at clerkrecordsmanagement@mypinellasclerk.gov or phone at (727) 464-5555.
4/25/24