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    8. f.    
BAYTOWN CITY COUNCIL MEETING
Meeting Date: 06/11/2020  
Subject:    Human Resources (HR) Active & Inactive Records Digitization Project
Prepared for: Leticia Brysch Prepared by: Leticia Brysch, City Clerk's Office
Department: City Clerk's Office  

Information
ITEM
Consider an ordinance authorizing a services agreement with Databank IMX LLC, dba DB IMX LLC, for the Human Resources (HR) Active & Inactive Records Digitization Project through the Texas DIR contract number DIR-TSO-4342.
PREFACE
This proposed ordinance authorizes a services agreement with Databank IMX LLC, dba DB IMX LLC, for the Human Resources (HR) Active & Inactive Records Digitization Project (the "Project") through the Texas DIR contract number DIR-TSO-4342 in the amount of $79,560.00.

The City Council in its FY2019-20 budget made the electronic records management process a priority by designating monies for the migration of city vital records into its Laserfiche Electronic Records Management Program (the "Program").  The scope of work for this project includes the organization, scanning and migration into the program to include the inputting metadata, OCRing, and filing, and will be completed within four to six weeks from the time the records are collected.  The vital records for this project include all of the City's active and inactive personnel records, an estimated 500,000 pieces of paper, which will allow the City's Human Resources Department to maintain and process its personnel records completely paperless. The City Clerk's Office will complete the quality assurance of all of the records to ensure that all the information is accurate and of the highest quality, and once this step is completed, the records will be destroyed in compliance with the City's Records Management Policy and the Texas State Library and Archives Commission.

This company has worked on the City's Vital Statistics Records Digitization Project and has provided excellent services.
RECOMMENDATION
Staff recommends approval.

Fiscal Impact
Fiscal Year: 2019-20
Acct Code: 11710-74024
Source of Funds (Operating/Capital/Bonds): Operating
Funds Budgeted Y/N: Y
Amount Needed: $79,560.00
Fiscal Impact (Additional Information):
Attachments
Ordinance - Human Resources (HR) Active & Inactive Records Digitization Project
Exhibit A - Agreement for HR Scanning Project

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