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Council approves $180,000 scanning contract to digitize archival records
Summary
Council approved an agreement with Ubeo Business Services to scan roughly 640 boxes of paper records (1960s–2021) into Laserfiche for archives and public searchability; staff said future scanning needs for community development will be much smaller after electronic records management is fully implemented.
City staff presented a proposal to hire Ubeo Business Services to digitize archived paper records from the 1960s through 2021 so that agendas, resolutions and other historical documents are searchable in Laserfiche. Community development staff said the department has been fully electronic since 2021 for new submittals but still maintains paper archives; the $180,000 project targets vault records and aims to make resolutions and other historic records easier for the public and staff to access.
Staff said some large‑format plans will need scanning but that once current electronic records management protocols are in place, future internal scanning needs will be much smaller. Council members asked about the scope and whether the library’s historical newspapers or video archives were included; staff said the project covers paper documents and archival vault records, not video recordings. The council approved the agreement by roll call.
