Board awards contract to digitize district archives; first phase expected within 3 months
Summary
The board approved a phased contract with a document-scanning vendor to digitize about 690 archive boxes (an estimated 1.9 million sheets). Staff said the first wave should take roughly three months, with phased uploads and storage support from the vendor.
The board approved a staff recommendation to award a contract for large-scale digital archiving to a vendor described as experienced in government and institutional records conversion.
Director Barton (Technology/Records) said staff reviewed three qualified vendors and recommended Data based on security practices, experience and local capacity; staff estimate roughly 690 archive boxes (about 1.9 million sheets) to scan in phases. "The first few months, it will take at least three months to get the first wave of records scanned," the director said, with phased work continuing for up to a year to digitize the legacy boxes.
Trustees asked whether the district pays up front or on delivery; staff said payment will be made upon services rendered and that checkpoints will be used to ensure milestones are complete. Questions also covered what software would be used for storage and how new documents will be handled; staff said legacy archives will be scanned by the vendor and newer documents will remain on the district's systems with seamless uploads to the vendor's storage platform as needed.
The board approved the contract and noted the project will remove the digitization item from the district's unmet needs list when completed.
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