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City clerk details records overhaul, Laserphish migration and passport services
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Summary
City Clerk Tammy McKay outlined audits of departmental records, migration to cloud storage using Laserphish and CDI, and service data including 523 meetings administered and 320 passports processed last year, generating $14,350.
City Clerk Tammy McKay delivered a detailed annual review of the clerk’s office operations, records management work and community services during her presentation to the Boulder City Council.
McKay said the office conducted audits across departments, moved records from on‑premises servers into cloud storage for better accessibility and disaster recovery, and engaged new and existing vendors — naming Laserphish as the records repository provider and CDI as the contractor assisting with migration and workflows.
She told the council staff reviewed 31,156 physical documents during the audit to ensure completeness and accurate archival storage. "We reviewed 31,156 physical documents to ensure they were complete and stored in the repository to ensure an accurate history," McKay said.
McKay outlined current core service volumes: the clerk’s office took minutes for 53 public meetings and supported 21 committee and commission meetings; staff handled 523 agenda items, 189 resolutions and 23 ordinances during the year. She also noted passport services remain in demand — her office processed 320 passport applications last year, generating $14,350 in fees — and that the office limits appointments because demand would otherwise require additional personnel.
She described succession and staffing: Stacy Brownfield retired as deputy city clerk and Bridget Rodriguez now fills that role; the office is recruiting a city clerk assistant and is using a records liaison group to improve retention schedules. McKay said the city is also updating retention schedules in response to forthcoming state changes and has contracted with Megan Gregor Consulting to help restructure folder organization in the repository for easier public searchability.
What council asked Council members praised McKay’s team and pressed for more measurable, specific goals for future performance evaluations and easier public search tools. McKay said she will add more detailed goals to next year’s evaluation and pursue improvements to public‑facing search functions once migration and folder restructuring are complete.
