Records and Information Management Services

The Vendor is required to provide records retention services (offsite storage, records inventory management, retrieval, pick-up and delivery, electronic records management portal, destruction services, vault storage, and records supplies such as boxes and labels) to all city departments, as requested by each department.
- Warehousing and inventory management of records
•    Facility (IES) shall be located within county.
•    Have sufficient space to accommodate the city’s current inventory of stored records, including 40,000 cubic feet plus 20% for growth for a total of a minimum available cubic feet of approximately 48,000. 
•    The city reserves the right to change or alter the size and type of boxes.
•    Be an individual structure separated from other buildings and external hazards to ensure a high degree of safety from fire, flood, and other potential hazards.
•    Have no windows in any stack areas.
•    Have shelving that must be of fire retardant, chemically neutral, steel construction. 
•    Bottom shelves shall be at least two and one fifth (2-1/5”) inches from the floor.
•    Insulation and sealing: facility should be well insulated with appropriate vapor barriers in walls and ceilings for protection against rapid fluctuation of temperature and humidity.
•    Records must be stored in areas with 24 hour and 365 days per year air conditioning equivalent to office space with appropriate temperature, humidity and air-exchanges.
•    Provide for goods to be stored adequately, ventilated, and must have heat and smoke detectors in areas where city files are stored.
- Records destruction
•    Destruction of sensitive, confidential and exempt records (to be identified by city department) must be carried out in a secure manner (e.g. Shredding or other secure method as approved by the city).
•    Records may only be destroyed or otherwise disposed of in accordance with retention schedules established by the division of library and information services of the department of state and subsequent procedures for authorization set forth by the city to ensure the appropriate disposition of records eligible for destruction.
•    Dispose and destroy records and provide the 1) completed records destruction request and 2) a certificate of destruction or receipt for each destruction request to the office of the city clerk within thirty (30) days after the request is made.
•    Boxes permanently removed from storage must not appear on subsequent monthly invoices for storage.
- Shredding
•    Provide secured shredding storage bins and conduct onsite shredding services for the city, when requested.
•    Shredding documentation shall include, but not limited to, paper, folders, books, pamphlets, etc.
•    Shredding done outside of normal business hours and ordered up and above the schedule must be approved by the city department and office of the city.
- Scanning and digitization
•    The ability to scan, index, and transfer documents that will require scanning services (as needed basis by department request).
•    Electronically handle the transfer of electronic documents that have been scanned (ftp, cd, flash drive, etc.).
•    Convert from hardcopy (paper) to electronic certain city records.