cover
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...
Click here for full text