Community Development Agency
www.santa-ana.org/cd
Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 4, 2025
TOPIC: First Amendment to Agreement with Iron Mountain Information Management, LLC
AGENDA TITLE
First Amendment to the Agreement with Iron Mountain Information Management, LLC for Digital Conversion and Document Imaging Services for the Housing Authority (Non- General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a First Amendment that would allow the Housing Authority to increase the amount of the Agreement with Iron Mountain Information Management, LLC for digital conversion and document imaging services by $150,000, for a new total amount not to exceed $292,700 for the current contract term expiring December 31, 2026, and two remaining one-year extensions (Contingent upon approval of Housing Authority Item # 3) (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On December 5, 2023, City Council authorized the City Manager and the Executive Director of the Santa Ana Housing Authority (“Housing Authority”) to execute an agreement with Iron Mountain Information Management, LLC (“Iron Mountain”) to provide offsite document storage of City of Santa Ana (“City”) and Housing Authority records in an amount not to exceed $142,700, for a three-year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one-year extensions (Exhibit 1). The purpose of this agreement is to ensure secure and compliant storage of records in accordance with the City’s Records Retention Schedule and applicable federal and state requirements. Specifically, Iron Mountain stores participant and applicant files for the Housing Authority, as well as other records and documents stored by the Finance and Management Services Agency (“FMSA”) and Community Development Agency (“CDA”). For the Housing Authority, Iron Mountain stores current and past applicant and participant records for a period of three years from the date of termination or denial of assistance. For FMSA and CDA, Iron Mountain stores various financial records and grant documents in accordance with the City’s Records Retention Schedule.
First Amendment to Agreement with Iron Mountain Information Management, LLC November 4, 2025
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The Housing Authority now seeks approval for a First Amendment to this Agreement to include the digital conversion of existing paper records currently stored on-site in the Housing Authority’s offices (Exhibit 2). The cost of this additional service is $113,180, but staff is requesting to increase the annual amount of the Agreement by $150,000 in case there are unanticipated cost increases during the project. Converting approximately 1,650 physical files (representing about 732,600 pages) into searchable digital images will streamline records management and enhance the efficiency of the Housing Authority’s operations. The original Request for Proposals (RFP) for this Agreement issued on July 19, 2023, included the digital conversion of existing paper records under Page 19 of the RFP. Iron Mountain was awarded its Agreement with the City and Housing Authority due to its proposal to RFP #23-109A, in which Iron Mountain was selected due to its resources and expertise in digital conversion and document imaging services. Said services were part of Exhibit A to the Agreement and were included within the original scope of services.
Currently, physical files and records are stored and accessed manually, which can cause delays and inefficiencies. Digitization will enable authorized staff to securely access files electronically, reducing delays associated with manual retrieval and improving customer service delivery for program participants and applicants. The additional $150,000 will be funded through Housing Authority funds. However, the City is also a signatory to the Agreement that includes both the City and Housing Authority.
Therefore, the City Manager is required to execute the First Amendment together with the Executive Director of the Housing Authority.
Under the proposed First Amendment, Iron Mountain will provide comprehensive digital conversion services including document preparation, scanning, quality assurance, indexing, and secure electronic delivery in accordance with the statement of work attached to the First Amendment as Exhibit A-1. Upon completion, the digitized records will be transferred to an encrypted storage device, and the original hard copy records will be stored at Iron Mountain’s secured facility pending authorization for destruction in compliance with the City’s retention policies. The reason for staff to recommend this First Amendment is because the Housing Authority does not have the administrative capacity to manually scan and digitize approximately 1,650 paper files. This task requires larger equipment and specialization.
This project also supports the City’s long-term operational goals by reducing dependence on physical storage space. The repurposed file room space at the Housing Authority office on the first floor of City Hall will accommodate new staffing needs and provide capacity for a small conference area to improve collaboration and service coordination. Overall, the proposed amendment advances record accessibility, digital transformation, and operational efficiency within the Housing Authority’s administrative functions.
Iron Mountain will safeguard personal client information throughout the digitization process. Iron Mountain adheres to stringent security protocols that comply with industry standards such as HIPAA and SOC 2. These protocols include secure access controls, First Amendment to Agreement with Iron Mountain Information Management, LLC November 4, 2025
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date encryption, continuous system monitoring, and rigorous physical security at digitizing facilities. All personnel undergo background checks and receive ongoing training on privacy and data security. Documents are securely tracked during intake, processing, and return. These measures ensure that client information is protected from unauthorized access while enabling improved record accessibility through secure digital solutions.
Iron Mountain was founded in 1951 and provides services to more than 225,000 customers around the world and hundreds of public sector agencies across the United States. Iron Mountain stores and protects billions of information assets, including business documents. Using modern technology and various checkpoint systems, Iron Mountain provides efficient and effective services to their customers.
FISCAL IMPACT
This agenda item appears on both the City Council and Housing Authority agendas because each body must approve its part of the agreement. The amendment to this agreement will be funded through Housing Authority funds.
EXHIBIT(S)
1. Staff Report from December 5, 2023
2. First Amendment to Agreement with Iron Mountain
Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Alvaro Nuñez, City Manager