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Participants express concern about printing routine reports and security of digital records
Summary
Speakers said the municipality prints large stacks of reports daily and questioned whether servers or cloud solutions are secure enough to replace hard-copy archives for sensitive records. Staff asked for clear IT guidance before reducing paper retention.
Several participants described daily heavy printing of reports and questioned whether the city server or cloud systems are secure enough to replace hard copies of sensitive records. Committee member (S5) described the volume: "We're printing off a stack of paper like this every day that I have to read," and asked how the city could stop maintaining hard copies without clear assurances about digital security.
Speakers asked for a named, reliable IT professional to advise on security and backup standards. Committee member (S5) said staff needed direction: "as soon as you point me in a direction of a very solid and stable IT professional here that can give me straight answers, then we'll know." The discussion emphasized that certain records (including investigative or case materials) pose higher retention and security requirements, prompting an agreement to clarify storage and access policy before de-emphasizing hard copies.
