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Beaver County staff outline records move to Saint Barnabas lease starting March 1; departments to review boxes
Summary
County staff presented preliminary counts and cost estimates for moving archived county records from offsite storage to a proposed three-year lease with Saint Barnabas, anticipated to begin March 1; departments will review boxes to decide what must be retained.
Beaver County officials discussed plans on Feb. 12 to relocate county records now held in offsite storage to a new three‑year lease with Saint Barnabas that county staff said is expected to begin March 1.
County staff presented preliminary volume and cost estimates and asked department heads to review inventory lists before the move. A county solicitor said, "It would start on March 1, is what we're anticipating on doing right now." The county does not yet have a finalized contract in the minutes of the work session.
Records staff said the current inventory converts to about 12,000 square feet (they estimated more than 11,000 square feet after stacking) and roughly 21,000 cubic feet at the storage site the county calls "the mines." Staff estimated removal costs around $160,000 based on the vendor's retrieval and dock-usage charges. "I think that we can shred upwards of, 1,300 boxes that can be shredded there, which would save us then $2,600," a records staff member said, acknowledging departments must agree before shredding takes place.
Staff identified 720 boxes labeled "Friendship Ridge" at the site and said some boxes contain case files, health records and other materials for which retention rules may apply. Officials said they will send department-specific lists so department heads can confirm what must be kept and what can be shredded or otherwise disposed of.
County staff also flagged uncertainty about pallet handling fees and monthly digital‑storage charges; one staff member said she had asked for clarification on a monthly digital charge but had not yet received a response. The solicitor said finalizing the Saint Barnabas lease will be placed on an upcoming agenda so retrieval and review can proceed.
The commissioners asked staff to set a meeting with all department heads within the next two weeks to review inventories and the relocation plan. No formal vote was recorded at the Feb. 12 work session.
