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South Whitehall approves $25,000 first-phase contract to build file plan for multi-year scanning project
Summary
The board approved a master services agreement with Momentum ECM LLC for a first-phase file-plan build-out at a fixed price of $25,000 as part of a larger multiyear scanning project funded in the 2025 budget; staff said the total scanning appropriation is roughly $688,449 in the adopted budget.
The South Whitehall Township Board of Commissioners on March 5 approved a master services agreement and statement of work with Momentum ECM LLC to build a standardized file plan and metadata schema as the first phase of a multiyear records-scanning effort.
Township Manager Tom Petrucci said the township budget appropriated $688,449 in 2025 for contracted services tied to the scanning program and that the first phase — building a hierarchical file plan, naming conventions and workflows — will be delivered by Momentum ECM for a fixed price of $25,000 and is expected to take roughly 11–13 weeks. Staff said the file-plan phase is intended to ensure scanned documents are retrievable and to minimize redundant scanning of unneeded records.
Petrucci said staff spoke with representatives from another municipality that used Momentum ECM and verified the approach. The scope covers document types, workflow automation and building a structure to later extend scanning to additional departments. Staff indicated subsequent phases may expand the system across police, finance and other departments and that the initial fixed-price phase will not exceed the budgeted line item.
The board voted to adopt the master services agreement and related statement of work; the motion carried 5–0.
