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City staff report records inventory, storage constraints and plans to digitize
Summary
City staff presented an annual records inventory report, described storage constraints and said the permanent records are now consolidated in climate‑controlled spaces while digitization work continues.
City staff presented an annual records management report to Parker City Council, showing a multi‑site inventory of permanent and temporary records, recent moves to improve climate control and a continuing need for additional space and digitization.
The city’s records custodian reported that permanent records had previously been stored in the older city building and have been moved to two facilities, including a climate‑controlled storage location in the Public Works building. The custodian said staff have begun labeling, staging and rotating boxed records according to retention schedules and that the city now tracks each box with an index sheet on the exterior and an internal inventory sheet.
“It's gotten better,” the custodian said of the records condition and organization, noting that when they first took over, boxes were unlabeled and space was poorly controlled. The custodian told council the city still faces capacity limits and that, with current growth and continual production of minutes, ordinances and resolutions, staff consider the current storage effectively at maximum capacity.
Staff described the steps taken to preserve paper records, including ensuring working air conditioning for storage rooms and using a contractor that issues certificates of destruction when scheduled shredding occurs. The custodian also described progress on scanning and electronic records creation, noting that much of the city’s active records are already available digitally but that scanning older holdings and building a searchable system remains a future project.
Council members asked about options such as contracting for off‑site storage, bringing the records into a single climate‑controlled facility and accelerating digitization. Staff said on‑site storage aids timely responses to public‑records requests but that the city can explore temporary off‑site contracting where appropriate.
Staff also linked the records report to related ordinance history and noted earlier codifications (Ordinance No. 335 and Ordinance No. 91 were referenced in the report). The report included photos and a layout of the two storage locations and recommended continued investment to ensure long‑term preservation and accessibility.
Quotes and specific procedural details in this article come from the records custodian's presentation and the council discussion during the same meeting.
