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Board asks administration to research alternatives for digitizing student records after microfilm issues
Summary
Board members pulled an item on digitizing student archives from the consent agenda and directed administration to return with multiple options after concerns about a failing microfilm reader, storage and security risks and vendor choice were raised.
At the Jan. 13 meeting of the USD 453 Board of Education, a board member removed item 2.7 from the consent agenda after identifying it as the proposed digitization of student record archives. The board directed administration to return with additional research and multiple alternatives for the item.
Board members and staff described the immediate problem as a failing microfilm reader and recurring software compatibility repairs. A staff member reported the district’s current microfilm machine requires repairs “three to four times a year,” primarily software fixes to make the device talk to newer operating systems. The board was told the district stores about 50 rolls of microfilm in boxes, and that climate- and fire-safe storage should be considered to protect the physical reels.
Board members raised security concerns about vendor selection. One board member cited a recent data breach and class-action litigation involving Toshiba Business (referenced during discussion) and said that influenced her hesitancy to approve a contract with that vendor without comparing alternatives.
Board members discussed options including purchasing a new compatible microfilm reader (rough price discussion: roughly $10,000 for a machine and software was mentioned during the conversation), keeping digitization in-house with new equipment, and purchasing off-site scanning services. Staff said they have not yet conducted a deep procurement review and recommended returning with multiple alternatives, cost estimates and security considerations.
The board directed administration to research several alternatives, including replacing the microfilm reader, buying a fire-safe for current reels, and options for contracting digitization services, and to return with findings possibly in February or March. No contract was approved at the meeting.
The discussion also noted that locating records in the current analog system can be time-consuming for staff and that a searchable, digitized archive could reduce staff time spent retrieving records.
