Board asks staff to research student records digitization after failing microfilm reader

Board members removed the student-records digitization item from the consent agenda and asked administration to return with multiple options after staff reported failing microfilm equipment and storage vulnerabilities.

Nut graf: The board removed the digitization item (moved to item 6.1) to allow more information gathering. Staff said the machine that reads microfilm is failing and needs frequent software repairs; the district has about 50 microfilm rolls stored in boxes under a desk. Board members asked for alternatives including a new in‑house machine, secure offsite storage such as a fire safe, or outsourcing digitization.

At the meeting a staff member described the immediate technical problem: "the machine that reads the microfilm is currently failing," and said the district performs software repairs about three to four times a year as a band‑aid. The machine‑replacement cost was described as roughly $10,000 to $20,000 for an in‑house solution that would keep processing internal; a fire safe was discussed as a lower‑cost option than a bank‑vault‑style installation to protect rolls from fire or flood.

Board member Joyce Murphy expressed concern about vendor security after researching Toshiba, noting recent data‑breach litigation tied to that company and asking for alternatives without that exposure. The board directed administration to bring back "multiple alternatives" with additional research and cost estimates; the administration said it would work with staff and return with options in February or March.

Ending: The board asked staff to return with options and cost estimates, including the possibility of a new machine, fire‑safe storage, or outsourced digitization, and to include security and maintenance implications for each option.