Toledo Municipal Court seeks $125,500 to scan and destroy 32,000 paper case files

The Toledo Municipal Court asked the Agenda Review Committee on Sept. 2 to authorize the clerk to enter an agreement with ScanWorks LLC to scan and destroy historic paper case files.

"We are here in front of you today requesting an ordinance to authorize the clerk to enter into an agreement with ScanWorks LLC for the scanning and destruction of Toledo Municipal court case files," said Alex Jugolet, executive chief deputy clerk in the clerk's office. He said the court must retain paper case files for five years from disposition but can image and then destroy them once imaged. The proposal would authorize an expenditure not to exceed $125,500 from the clerk's 2025 budget and would cover the imaging and destruction of approximately 32,000 case files.

Jugolet said the court currently images thousands of files in-house but cannot keep pace with the backlog. He told the committee the work would be procured under a state term contract rather than a new competitive solicitation. Committee members asked whether the city had bid the work; Jugolet replied that the purchase is under the state term contract.

Committee leadership recommended the item be forwarded with committee preference (SCP), according to the meeting record. No final council vote appears in the transcript.

The request does not specify contract duration, whether scanned files will be stored on city-owned infrastructure or a vendor cloud, or the exact timetable for destruction after imaging. Those operational details were not provided at the Sept. 2 presentation.

If the council authorizes the ordinance, the clerk's office would proceed under the terms of the state contract with ScanWorks LLC to complete the imaging and destruction work.