TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Julia Bordona, Staff Services Manager
SUBJECT: Approval of Agreement No. 240313B with PRO-FILE Business Records Management
RECOMMENDATION
title
Approve and authorize the chair to sign Agreement No. 240313B with Tishna Pastrama, doing business as PRO-FILE Business Records Management, for the term of March 12, 2024 through June 30, 2027 with a maximum annual amount of $74,376 per fiscal year, with automatic annual renewals; and approval of a Budget Adjustment for $45,000 for records storage and moving services. (Fiscal Impact: $45,000, Information Technology Services Fund, Not Budgeted; Discretionary.)
[4/5 vote required]
body
BACKGROUND
In 2016 the Records Management (RM) department began the process of reducing the inventory at the County's records center. Superannuated records were being routinely overlooked. The total box inventory had swollen to over 16,000 boxes. As staff set about creating a trusted system for the storage of all documents, it was determined that digitizing official documents would save space and labor while increasing accessibility. The digitization efforts and destroying superannuated records have brought our total inventory down to 8300 boxes. Everyday RM staff scan more documents and continue to reduce the inventory. One of the consequences of this decrease in inventory is the storage costs per box are rising. Our building lease remains the same while our inventory is reduced. It was determined that we would need to choose one of two options.
1. Move into a smaller facility with a lower cost.
2. Outsource the storage of our boxes.
Each solution had its merits. Unfortunately, moving to a smaller facility only guaranteed that we would need to move again once the inventory is reduced by another 50%. There are no County owned facilities that can house the records center operations at the current inventory level. There...
Click here for full text