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Lebanon City discusses records storage, temporary pods and document-retention needs
Summary
Council members discussed secure storage for municipal records, the possible use of 8x20 storage pods, and the requirement that permanent documents be kept in controlled areas; staff were asked to define retention procedures and necessary paperwork handling.
Council members reviewed short-term and permanent records-storage options and asked staff to identify which paperwork must be kept in secure, controlled facilities.
During discussion members noted that some documents are permanent and must remain in defined retention areas. One council member asked staff to clarify which paperwork needs to be kept and suggested that once that list is final the council could move ahead with storage decisions. A sample pod size raised during the conversation was "8 by 20" feet; a participant offered an anecdotal low-cost example of $79 for a related containerized service, while others cautioned that reputable vendors with proven experience are needed for secure delivery and storage.
Why it matters: municipal records include permanent documents required for legal and historical purposes; improper storage risks loss, access problems and potential legal exposure. Council members emphasized the need for a secure, controlled environment for permanent records rather than ad hoc storage.
Next steps: staff were asked to identify what paperwork must be retained permanently, propose secure storage options (including controlled-area requirements), and return with recommendations for Monday or the next council meeting about procurement and sizing.
