Council approves part-time hire for digital records transition; project estimated six months

East Bethel City Council members on Aug. 25 approved extending an offer for a part-time, project-specific hire to help transition paper files to digital records, after staff described candidate availability and project scope.

City staff said an intended intern could not start due to an emergency and that staff subsequently met a candidate who could work part time for the estimated project duration. "Since then, we've met with an individual that, would be able to come on a part time basis and work, and understands that it's a, project specific type of, role. In other words, after the project is done, which we're estimating 6 months or less, that, there would not be any further work needed at that point," staff said.

Staff said the workload will be a combination of the part-time hire and existing staff efforts. A council member asked for applicant information to appear in council packets; staff said candidate details had been sent in a council update and could be resent. Another council member asked how many years of files need conversion; staff said there are "quite a few" records and acknowledged there will be "some pain" during the conversion process before the benefits of searchable electronic files.

Staff said the city will try to use existing copiers to scan documents but may rent an additional copier if the work interferes with normal office duties.

A council member moved to approve item G; another council member seconded. One council member abstained, stating the candidate is a friend. The motion passed by voice vote with the abstention on record.

Staff said they will proceed with offering the part-time appointment and combining staff and contractor time to complete the project.