District closes Iron Mountain account; staff await digitized files and indexed inventory
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Summary
KCKPS staff reported they paid final invoices to Iron Mountain for a records digitization and storage contract and are awaiting delivery of digitized files and an index; some physical items were returned and district staff plan to move preserved materials to a climate-controlled district repository.
District staff told the board on May 13 that final payments were made to Iron Mountain for a multi-year records digitization and storage contract and that the district’s account with the vendor is closed.
Wayne Correll explained that Iron Mountain scanned and indexed historical board documents and stored physical items in a climate-controlled facility while digitization proceeded. He said some items sent to Iron Mountain — such as trophies and pictures — were returned because they were not appropriate for long-term digital preservation. Correll said the district is awaiting delivery of the indexed inventory and the scanned PDF files, which will be returned in cloud-based and PDF formats with optical character recognition for searching.
Board members asked whether the public would have direct access to the digitized database; staff said the scanned records will be cloud-hosted with district-level access for the clerk and designated staff and that members of the public can request access through the board clerk and open-records requests.
Board members noted logistics and next steps: confirm receipt of materials, evaluate the digital product, move climate-sensitive items to a local climate-controlled repository and consider credits or refunds related to storage costs. Staff said credits and adjustments were under discussion and that a roughly $12,000 credit had been noted during committee discussion.