Board approves contract to digitize decades of student records with Scitech Solutions
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Summary
The board approved a contract with Scitech Solutions to scan roughly 209 boxes of decades‑old records into the district's Laserfiche system to protect documents and streamline staff access; staff said records will be digitized, then shredded, and vendor liability and system compatibility were discussed.
Gateway Unified’s board approved a contract to have Scitech Solutions digitize decades of district records, staff said, citing a need to protect paper files and make records searchable in the district’s Laserfiche archival system.
Staff described the project as a large, time‑consuming job: the vendor would scan approximately 209 boxes that include cumulative student records and other archival materials, return certified disposal records and then shred the physical documents once digitization is complete. Staff said the vendor will carry professional liability insurance and that the district had vetted the vendor for compatibility because Scitech can feed directly into the district’s existing Laserfiche system; staff said other vendors would have required additional conversion work.
Board members asked questions about vendor selection and privacy protections. One board member asked whether the company would assume liability in the event of a breach; staff replied the vendor must provide professional liability coverage and the district will require a certificate before finalizing the contract. Board members also confirmed the vendor’s certified destruction process (multi‑cross cut shredding) after scanning.
The board approved the contract as presented. The motion and vote were recorded orally in the meeting record; no individual mover or second was captured in the transcript excerpted here.
