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TO: Mayor Richard C. Irvin
FROM: Jennifer Stallings, City Clerk
Michael Pegues, CIO
DATE: March 17, 2022
SUBJECT:
A Resolution authorizing an agreement with Crowe, LLP in an amount not to exceed $49,275.00 for consulting services related to the digitization of City records.
PURPOSE:
The City Clerk's Office seeks to establish a process to digitize historical and future City records to make these records accessible and searchable for everyone. The process to create and implement such a program is significant, therefore third-party vendor management is appropriate. We have successfully collaborated with Crowe, LLP on past and current projects.
The City seeks a best practice strategy and governance policy that can evolve over time and is cross-departmental focused on function.
BACKGROUND:
The City Clerk's Office maintains records in the City archive room dating back to before the City was incorporated on February 11, 1857.
Most of these records have been packed away and untouched, likely for many decades. The City Clerk's Office also maintains current records in the City archive room. While staff have attempted to make these documents more accessible throughout the years, the results of these attempts have not been successful as staff must still search multiple locations utilizing highly inefficient search methods when searching for ordinances and resolutions.
As mandated requirements for record creation and retention continue to grow, City records must be converted to a digitized and searchable format for those records to be accessible to all.
It is important to empower our residents and elected officials with readily available information and also important to provide City leadership the research tools to better manage City projects and processes. Implementing this digital record storage process in a way that can be kept up to date and properly maintained is vital to the success of this project.
Utilizing Crowe to manage policy creation and process management will allow the process to move forward in a timely and efficient manner. Crowe is familiar with the City's existing software platform's integration capability with newly created digitized records and will begin the process by reviewing and examining specifically what we would like to see and determining if our current product(s) provide the most efficient mechanism for storage and transparency of vital City records.
DISCUSSION:
City documents need to be protected and shared with the public. The current storage area is sufficient to protect our paper records, however, we need to be 100% certain our records will be properly preserved and protected from flood, fire, theft or natural decomposition. The most reliable way to properly preserve these records is to digitize the records. Digitization will allow for documents and information to not only be preserved but will allow documents and information to be easily shared with the public and staff.
Document digitization will also provide a searchable product to save staff time spent on researching documents for the public, in response to FOIA requests, for other staff, and for elected officials. Through this effort, we will improve and expand how the City shares information and documents with the public as well as within the organization.
In addition to increased transparency, sharing documents publicly will invite more public input which will lead to better decision making and enhanced service delivery.
Funding for this project was approved with a 2022 Decision Package in account 101-1280-419.32-20 the amount of $50,000 for the first year with $25,000 anticipated each year through 2026 for further implementation. The proposal from Crowe is a 1-year, not to exceed amount of $49,275.00. Additional technical support is optional as needed, including up to 20 hours of training, if authorized by the City at the conclusion of the initial scope of work. This amount is not included in the initial $49,275.00, however, additional funds have been budgeted through 2026 for the project.
IMPACT STATEMENT:
Providing City staff and the public access to digitized documents will increase governmental transparency, improve staff efficiency, reduce FOIA burdens on City staff, and allow members of the public to research and view historical documents that have not been readily publicly accessible for decades or more.
RECOMMENDATIONS:
Staff recommends that this resolution be approved.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing an agreement with Crowe, LLP in an amount not to exceed $49,275.00 for consulting services related to the digitization of City records.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, access to public information promotes a higher level of civic engagement and allows citizens to provide valuable feedback to government officials regarding local issues; and
WHEREAS, the thoughtful implementation of a record digitization program improves provision of services, increases transparency and access to public information, and enhances coordination and efficiencies among departments, partner organizations and citizens; and
WHEREAS, in commitment to the spirit of Open Government, the City will make documents available to the public, to the extent practicable, and consistent with the Illinois Freedom of Information Act, relevant public records laws, and other applicable state and federal laws and regulations; and
WHEREAS, funding for this project was approved with a 2022 Decision Package in account 101-1280-419.32-20 the amount of $50,000 for the first year with $25,000 anticipated each year through 2026 for further implementation; and further
BE IT RESOLVED that the Director of Purchasing shall be and hereby is authorized to execute on behalf of the City, a purchase order and a contract for such consulting services consistent with this Resolution and substantially in the form as set forth in Exhibit A attached hereto.