City Council Staff Report Page 1 of 2 October 14, 2025
Agenda Item No. 4.3
DATE: October 14, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Joan Malloy, City Manager
SUBJECT: Adopt a Resolution Authorizing the City Manager to Enter into an Agreement with Global Office, Inc., for Scanning, Indexing, and Destroying Documents
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter into an agreement with Global Office, Inc. for the scanning, indexing, and destruction of an estimated 1,502,100 documents stored at the Corporation Yard (“Corp Yard”). This initiative, which aligns with the City's broader digitization goals, aims to enhance document security, accessibility, and compliance with retention policies. The project will also free up valuable space at the Corp Yard, currently occupied by Conex boxes that are vulnerable to weather and deterioration.
STRATEGIC PLAN ALIGNMENT
This scanning and records destruction project was not a specific task in the Strategic Plan; however, the opportunity aligns with Goal B, Governance and Organization effectiveness.
BACKGROUND
As part of the Quarry Lakes Parkway project, it has been determined that the southern concrete wall of the Corp Yard needs to be relocated to accommodate the realignment of the Line M Channel for the new roadway. This relocation will reduce the Corp Yard's size from 11.92 acres to approximately 10.28 acres. In 2023, Public Works initiated a Corp Yard Master Plan with an outside consultant to determine how to reconfigure the yard to maintain operations.
Multiple City departments currently store paper documents and plans in Conex boxes located in the southern corner of the Corp Yard. These documents are required to be retained in compliance with City retention requirements. The Corp Yard Master Plan has identified that the Conex boxes need to be removed to allow space for the Corp Yard equipment and material.
Agenda Item No. 4.3
City Council Staff Report Page 2 of 2 October 14, 2025
DISCUSSION
The City currently stores numerous paper documents and plans in Conex boxes located in the southern corner of the Corp Yard. These documents are required to be retained in compliance with City retention requirements. A staff audit determined that there are 507 mover boxes. It has been estimated that these boxes contain 1,489,600 standard documents up to 11 x 17 and 12,500 large format documents for a total document count of 1,502,100. However, the Conex boxes are vulnerable to weather and deterioration, which poses a significant risk to the integrity of these important records. Failure to maintain these documents in good condition could result in non-compliance with retention policies.
Scanning and storing these documents electronically is a highly effective solution to this problem. Digital documents are not only more secure but also more accessible. City staff can quickly and efficiently search for and retrieve electronic records, which enhances productivity and operational efficiency. Additionally, digital storage reduces the physical space required for document storage, allowing the City to repurpose the area currently occupied by the Conex boxes.
The agreement with Global Office, Inc. facilitates the scanning, indexing, and destruction of the estimated 1,502,100 documents at the Corp Yard. This initiative will enable the City to remove the large Conex boxes, thereby freeing up valuable space for Corp Yard equipment and materials. Moreover, this project aligns with the City's retention policies and supports its broader digitization goals.
By transitioning to electronic document storage, the City not only ensures compliance with retention requirements but also moves towards a more sustainable and efficient way of managing its records. This proactive approach will safeguard important documents from potential damage and loss, while also streamlining access and utilization by City staff.
FISCAL IMPACT
Funds are available in the FY 2025-2026 Adopted Budget in Account No. 110-17001- 54111 (General Fund – IT Department – Contractual Services) to cover the cost of this project.
RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter into an agreement with Global Office, Inc., for scanning, indexing, and destroying an estimated 1,502,100 documents at the Corporation Yard for a total cost of $151,285.00.
Prepared by: Mario Vallejo, Director of Information Technology Submitted by: Mario Vallejo, Director of Information Technology Attachments
1. Global Office, Inc. Project Proposal 9-25
2. Draft Resolution