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School board approves $160,825 contract to digitize remaining district records
Summary
The board approved a $160,825 agreement with Van Asdall Farrar to complete a multi‑phase scanning project; technology director said the phase covers roughly 423 banker boxes and about 1.2 million remaining images, and the district will keep multiple backups.
The Huntington County Community School Corporation voted to accept a vendor quote to finish a multi-year records-digitization effort, approving a $160,825 phase-3 contract with Van Asdall Farrar.
Director of technology Mike Sumter told the board the district’s earlier work to digitize student and staff files had expanded into a broader conversion project. The phase before the board covers the remaining vault and storage-room boxes. Superintendent Trout summarized the pricing estimate as $160,825 and noted the project scope includes roughly 423 banker boxes and what the administration described in the meeting as nearly 1.2 million images remaining to be converted to digital format.
Sumter described the district’s backup plan for scanned records: the vendor will provide files via a secure FTP link; the district will download those files, retain copies in Google Drive, and store records on an on-premise system (LAU) that currently has three backups. "When Van Asdall provides us a link to their secure FTP site ... we will download it from there, we'll store it into Google Drive... That system is being backed up currently in 3 different places," Sumter told the board.
The board moved on the contract and approved the agreement by voice vote (announced in the meeting as passing 6-0). The superintendent said the district has been working with state records-retention staff on the workflow and that completing the phase could take several years to finish full historical scanning.
The district posted the procurement quote as part of its board packet; detailed line-item deliverables were reviewed at the meeting. Board members asked about long-term preservation and Sumter said the combination of an on-prem LAU instance with multiple backups plus cloud storage was intended to satisfy retention and disaster-recovery requirements.
The board did not discuss redacting or access policies during the motion; the scanning agreement was approved and staff will proceed with contract execution and implementation steps.
