Danielle (referred to as Dani during discussion) presented the county’s ARPA document-management and cleanup plan, asking the committee to receive the presentation and approve the approach to inventory, standardize naming conventions and pilot cleanup on FY24 project folders.

Danielle said some JJCCDI compliance packets were completed but not delivered via county email because of file-size issues and that she will place the materials in the county Teams site for access. “These are approved and are apparently not sending out of my email into the county email. I believe the files are too large,” she said.

The cleanup proposal recommends migrating files off Accenture and WinSCP into Teams with a standardized folder structure per project: project details, procurement, reporting & monitoring, closeout forms, email communications and a catch-all. Staff outlined a checklist to validate each project folder and said they will start with FY24 folders because auditors will likely ask for those files.

Danielle also noted anti-harm (safety‑sensitive) furniture purchased for juvenile programs aligns with American Correctional Association standards for juvenile justice facilities; she said the compliance package includes documentation requested by committee members and that Purchasing is compiling quotes for equipment associated with the violence-intervention program.

The committee voted to receive the presentation. Staff said they will maintain a risk log, meet weekly with Jessica to track delays and implement a sprint-based schedule with weekly or biweekly status reports to the committee.

Next steps: staff will move the compliance materials into the Teams site, implement naming conventions, run pilot cleanups on FY24 folders and report progress to the committee.