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Board approves $500,000 records-digitization contract and $400,000 CTE computer purchase
Summary
Gilroy Unified approved an offsite digitization contract with Crisp Imaging (not to exceed $500,000, including a $39,000 two-year software subscription) to scan about 1,648 banker boxes and approved a $400,000 purchase of 114 desktops for Gilroy High School CTE labs. Trustees also approved consent items and reported expulsions from closed session.
The Gilroy Unified Board of Education unanimously approved a contract with Crisp Imaging to digitize district office and facilities department paper records, and approved a separate purchase of 114 desktop computers for computer labs at Gilroy High School.
Miss Guzar presented the records-digitization plan, saying the district has about 1,648 banker boxes and a significant volume of file cabinets to convert to searchable electronic records to improve accessibility, audit trails and disaster resistance. The district compared two approaches: scanning in-house (estimated about $745,000) or having Crisp Imaging scan records at their facility and provide a two-year software subscription; the offsite option was presented as a lower-cost alternative at a recommended total not to exceed $500,000 ($460,000 scanning + $39,000 two-year software subscription). The district noted a roughly eight-month project timeline and a 30-day verification window for scanned batches while the vendor retains boxes pending district review.
Trustees asked about cloud security, file formats and metadata. A Crisp Imaging representative said files would be hosted on AWS with encryption ‘‘at rest and in motion,’’ that PDFs would be the common deliverable for searchable files and that the system supports OCR and configurable metadata fields tailored to departmental needs. The vendor said documents remain the district’s property; after the subscription period the district could request return of files on hard drive. The board approved the offsite contract and directed staff to begin packaging and scanning.
On technology, the board approved a purchase of 114 desktops and associated licensing for three Gilroy High School computer labs (CTE pathways), not to exceed $400,000, to be paid from a CTE grant. Trustees asked about machine specs, scheduling and possibilities for reallocating older equipment.
Separately, the board reported out multiple expulsions from closed session and approved routine consent items earlier in the meeting; these motions carried unanimously.
The contracts and purchases were approved by voice vote with no roll-call tallies announced during the meeting.
