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Committee approves Laserfiche remediation and authorizes destruction of scanned site plans
Summary
The committee approved a change order to reformat and reorganize the city's Laserfiche document repository and accepted a bid from HITS to destroy scanned paper site-plan drawings now held off-site, with certification of destruction.
The Fenton Board Committee approved a change order to correct document formatting and organization in the city—s Laserfiche repository and authorized HITS to destroy two truckloads of scanned site-plan drawings that have been migrated to electronic records.
Staff reported that after migrating records to a new provider and format, many uploaded files required remediation to meet the city—s preferred structure. The recommended one-time change order will have the vendor reprogram the repository to the city—s standards; staff said this vendor is offering a warranty on the work.
On records destruction, staff said the paper originals of site-plan drawings had been scanned and uploaded into Laserfiche, and the paper copies were stored at an off-site HITS document center. Two options were presented: have HITS destroy the documents at their site for $2,126.60 (figure provided in meeting) or have the city bring the material back for on-site shredding with a shred-truck charge (about $3,700). Staff recommended using HITS; the committee approved the HITS destruction bid. Staff said the city will receive a certification of destruction from the vendor.
Why it matters: The actions finalize the city—s migration from paper to an electronic records system and remove decaying paper archives from municipal storage. Committee members confirmed the documents had been digitized and said the records no longer contained historically significant originals and that certified destruction was sufficient.
The committee voted to approve the Laserfiche change order and to accept HITS—s destruction proposal; motions carried on voice votes. Staff will obtain a certificate of destruction and proceed with the repository remediation.
