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City clerk reports scanned records from Iron Mountain; invoices about $9,000, staff to publish by year
Summary
City Clerk Hedger told council the city's records have been scanned by Iron Mountain; invoices total roughly $9,000 so far and staff plan to make scanned files available on the city website organized by year and document type. Council asked Budget & Finance to consider an appropriation for the Iron Mountain invoice.
City Clerk Hedger told North College Hill City Council that final scanned copies of council documents have been received from vendor Iron Mountain and that the project is still under review. Hedger reported the city has incurred about $9,000 in invoices to date from the vendor and said the amount is “well under the estimated budget.”
Hedger described the planned organization for the scanned records on the city website: documents from the 1990s and later will be organized by year and then by category (agendas, minutes, ordinances, resolutions, miscellaneous communications); everything prior to the 1990s will be grouped by decade. Hedger told council the scanned documents will be posted by year and type rather than as one large file.
Council Member Zorbs asked whether Iron Mountain records and scanned files would be listed on the website by year or as a single file; Hedger confirmed the records will be organized by year and document type. Council instructed Budget & Finance to prepare an appropriation to cover Iron Mountain invoices and other upcoming needs such as council laptops and welcome-basket funds.
Next steps: Budget & Finance will consider appropriation language for the Iron Mountain invoice and other items at an upcoming committee meeting; administration will finalize scanned-file posting after completing a records review.
