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RCI estimates 850–900 boxes of Brookshire records; digitization and retention work estimated at $30K–$40K
Summary
Records Consultants Inc. told Brookshire council it observed roughly 850–900 inactive boxes and 10,000–15,000 large-format plan sheets, recommended cataloging and digitization and provided cost estimates ($35/box; about $2.50 per plan sheet), offering proposals to inventory, destroy eligible records and convert permanent records to electronic format.
Records Consultants Inc. (RCI) briefed the Brookshire City Council on Nov. 20 about the city's paper archives and options for retention management and digitization. Chris Coriel, RCI vice president, said he reviewed four storage areas and estimated between 850 and 900 boxes of inactive records and roughly 10,000–15,000 large-format plan sheets that could be candidates for digitization.
Coriel described three core services RCI offers: retention processing (on-site box inventory and identification of records eligible for destruction under Texas retention schedules), secure destruction of records that have met retention requirements, and imaging/digitization of permanent or long-term records (minutes, ordinances, large-format plans). He cited the Texas State Library and Archives Commission as the agency that sets retention schedules in Texas and noted entities can destroy records that have met state retention requirements if they maintain required inventories.
Costs and timeline: Coriel estimated RCI's per-box processing at about $35 and imaging per large-format sheet at about $2.50, projecting the records-retention engagement and imaging work each could fall in the $30,000–$40,000 range for Brookshire. He said a typical project for his team would run about one to two weeks on-site with several staff members and that RCI would provide a box-by-box inventory showing when records become eligible for destruction.
Council response and next steps: Council members asked clarifying questions about ledgers and permanent records and requested staff follow up. A future agenda item (record retention contract) was requested by Alderman Stamps. No contract award occurred at the Nov. 20 meeting; the council recorded interest in returning with contractual details.
