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Montgomery Township nears completion of multi‑year scanning project; staff to retain limited hard copies
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Summary
Planning staff said a two‑year scanning project with vendor Scantec will wrap up in early 2026; scanned records are stored in Laserfiche, paper copies are retained briefly then destroyed, and staff asked future large plans be submitted in PDF/A.
Mary Anne McConnell, planning/records staff, reported that the township’s multi‑year scanning project with Scantec is nearly finished and expected to be completed in early 2026. The vendor has scanned decades of property files, zoning hearing board records, land development plans and rolled construction plans to a Laserfiche document management system that staff can search at their desks.
McConnell described the preparatory work (tabbing and de‑duplicating) that required substantial staff time and said the vendor holds original paper files briefly (typically returning requested plans on demand and destroying bulk paper after a verification period). "We're looking to wrap it up in early 2026," McConnell said, and staff asked that large plans be submitted in PDF/A format going forward so they can be linked to property file records.
The board praised the efficiency gains; staff said Scantec reformatted large submissions so later searches return folder‑level results rather than single monolithic scans. The township will retain certain plans on request but will otherwise destroy scanned hard copies after the vendor’s retention window, per stated practice. No formal vote was required for the update.
