The URL can be used to link to this page

Home My WebLink About12-145-2017 Finance conversion to electronic records memoDepartment of Finance Memorandum DATE: December 14, 2017 TO: Christine Dietrick, City Attorney Xenia Bradford, Finance Director FROM: Kristin Eriksson, Purchasing Analyst SUBJECT: CONVERSION OF CONTRACT FILES: HARD COPY TO ELECTRONIC RECORDS In accordance with the City's Records Retention Policy and Government Code §34090.5, certain records have been identified as being eligible for conversion from hard copy to electronic copy and will be maintained with a trusted system as described in the Secretary of State Guidelines for Trustworthy Electronic Document or Records Preservation Standards. Record Titles to be eligible for electronic retention: 1 I 1 Contract Files, including the following documents: • Executed Contracts • RFP documents • Proof of legal advertising • Proof of insurance certificates The above files are active contract files for the City. The files were professionally scanned by DataArc LLC. into PDF -A files, pursuant to a contract for scanning services. The Purchasing Division has imported these electronic files into City's Laserfiche repository with restrictions preventing modification, additions or deletion of the files. The files are also stored on separate Archival Grade DVDs held with one copy of each held in the Finance Department vault at 990 Palm Street and a second copy of each held in the Fire Department vault at 2160 Santa Barbara Street. We are requesting that, upon approval of the conversion, the paper files that have been scanned be destroyed. Purchasing staff conducted a quality control assessment on all of the scanned files. Each of the files that were reviewed were determined to be 100% accurately scanned. The City has recently begun routing most contracts for electronic signature via 990 Palm Street San Luis Obispo, CA 93401-3249 Conversion of Finance Records Page 2 December 14, 2017 DocuSign, which produces legally verified, electronically signed pdf documents. Those electronic documents are stored within the DocuSign archive, as well as in undeletable Laserfiche files. Purchasing has also begun accepting electronic copies of proof of insurance certificates, which are maintained in undeletable Laserfiche files. Additionally, the City has begun processing RFPs electronically via BidSync, which are maintained in the BidSync archive, which cannot be deleted without express permission from the City. Therefore, most content that was previously kept in contract files, going forward, will automatically be in electronic format and will not require further conversion. Purchasing will continue to maintain hard copies and/or originals of contracts signed with wet signatures, which will be scanned and converted, upon request, at reasonable intervals going forward. The attached list includes all files that were scanned, indexed by Effective Date and Vendor Name. The highlighted files were part of the quality control review. Please sign below indicating that the record titles are appropriate for electronic retention and the retention system meets the requirements of the records retention policy. en" v ra ford, Director of Finance ristine Dietrick, City Attorney Carrie Gallagher, City Cle < Conversion ofFinance Records Page 3 December 14, 2017 Active Contract Files Scanned for Electronic Conversion: Effective# of box Vendor Name Date Pages Box 02 AT SYSTEMS WEST INC/GARDA 6/1/2008 102 Box 02 BARTEL ASSOCIATES LLC 3/28/2017 24 Box 02 BARTEL ASSOCIATES LLC OPEB (03/7/17 Exhibit A) 6/30/2015 67 Box 02 BEACON EXONOMICS LLC GASBS 75 (03/07/17 Exhibit A) 1/7/2016 34 Box 02 , FINANCIAL CREDIT NETWORK 7/14/2016 61 Box 02 FSC COLLECTIONS (FSC) 10/22/2014 70 Box 02 GLENN BURDETTE ATTEST CORPORATION 4/15/2017 180 Box 02 GOVERNMENT FINANCE OFFICERS ASSOCIATION (GFOA) 3/21/2017 34 Box 02 GOVINVEST, INC 7/1/2016 26 Box 02 HDL SOFTWARE LLC 12/01/2016 68 Box 02 INTELLITIME SYSTEMS CORPORATION 3/28/2017 182 Box 02 IPS GROUP 1/23/2012 131 Box 02 JAMESTOWN PREMIER SLO RETAIL 12/19/2016 90 Box 02 JPMORGAN CHASE BANK 12/1/2016 115 Box 02 LIEBERT CASSIDY WHITMORE 7/3/2007 135 Box 02 MUNISERVICES LLC 12/1/2016 70 Box 02 NHA ADVISORS (Submitted RFP) 10/16/2013 138 Box 02 NICHOLS CONSULTING 9/16/2013 11 Box 02 PARKING CITATION PROCESSING SPECIFICATION NO 91430 2/11/2016 247 Box 02 PARKING ENFORCEMENT AND MANAGEMENT SYSTEM SPEC 91495 8/13/2016 56 Box 02 PHOENIX GROUP INFORMATION SYSTEM 5/6/2005 93 Box QUESTICA INC 9/1/2016 68 Conversion of Finance Records Page 4 December 14, 2017 02 Box 02 SP MAINTENANCE SERVICES INC 1/24/2012 48 Box 03 ACHIEVEMENT HOUSE INC 12/1/2015 162 Box 03 ALEXANDER'S CONTRACT SERVICES INC 1/26/2014 162 Box 03 ALL WAYS CLEAN 7/8/2014 25 Box 03 ASCAP 8/20/2013 38 Box 03 BASF 2/2/2017 1 Box 03 BKM OFFICE ENVIRONMENTS 4/28/2016 53 Box 03 B MI 10/2/2016 10 Box 03 CASH CYCLE SOLUTIONS INC 12/30/2014 191 Box CHEMICALS FOR WATER AND WASTEWATER TREATMENT AND 03 SWIM CENTER (VARIOUS VENDORS) 12/27/2016 62 Box 03 CITYGATE ASSOCIATES LLC 11/8/2016 179 Box 03 EARTHSCAPES 6/30/2014 46 Box 03 EXCELL CLEANING 6/18/2014 55 Box 03 EXCELL CLEANING 7/11/2014 39 Box 03 EXECUTIVE JANITORIAL 7/8/2014 55 Box 03 INHOUSE SECURITY 11/1/2010 71 Box 03 KD JANNI 6/30/2014 85 Box 03 MISSION LINEN SERVICES 10/31/2014 56 Box 03 PMAM CORPORATION 3/2/2017 1 Box 03 PMAM CORPORATION 8/20/2012 72 Box 03 REPUBLIC ELEVATOR COMPANY 4/30/2015 78 Box 03 RINCON CONSULTANTS INC 6/30/2015 76 Conversion of Finance Records Page 5 December 14, 2017 Box 03 SLO BASEBALL ALLIANCE LLC 12/1/2015 19 Box 03 ACTIVE NETWORK 4/18/2012 38 Box 03 SLO UNIFIED SCHOOL DISTRICT (SEAHAWKS) 7/1/2012 29 Box 03 SLO Y.M.C.A. 2/21/2017 18 Box 03 SOLUTIONS II 3/21/2017 43 Box 03 SPILLMAN TECHNOLOGIES INC 6/5/2007 86 Box 03 SPRINGBROOK SOFTWARE 5/5/2010 93 Box 03 TENNIS LANSCAPE 6/30/2014 109 Box 03 VILLAGE HOST PIZZA & GRILL SLO LLC 2/9/2010 44 Box 04 BANK OF AMERICA 7/23/2013 7 Box 04 BANK OF AMERICA 8/20/2013 109 Box 04 BCA/MATCHFIRE (STUDIO GOOD) 7/19/2016 94 Box 04 BCA/STUDIOGOOD 1/26/2016 15 Box 04 BRINKS 1/6/2003 96 Box 04 BRINKS 11/18/2015 85 Box 04 CALIFORNIA CODE CHECK 11/7/2016 209 Box 04 CHANNEL ISLANDS TECHNOLOGY INTERGRATORS (CITIG) 8/27/2015 18 Box 04 CIOSOLUTIONS 8/27/2015 20 Box 04 CITYGATE ASSOCIATES LLC 10/22/2012 115 Box 04 COMMUNITY ACTION PARTNERSHIP SLO (CAPSLO) 12/29/2010 211 Box 04 COMMUNITY ACTION PARTNERSHIP SLO (CAPSLO) 8/23/2011 256 Box 04 DYETT & BHATIA 8/14/2015 37 Box 04 ECONOMIC & PLANNING SYSTEMS INC 4/21/2017 87 Conversion of Finance Records FaL-e 6 December 14, 2017 Box 04 ECS IMAGING INC 6/11/2012 59 Box 04 FRESHBUZZ MEDIA 9/1/2016 32 Box 04 JOHN F RICKENBACH CONSULTING 12/21/2016 39 Box 04 JOHNSON AVIATION INC 8/1/2015 56 Box 04 KCBX / KCBXNET 5/15/2014 110 Box 04 MICHAEL BAKER INTERNATIONAL 11/21/2016 46 Box 04 MICHAEL BAKER INTERNATIONAL 12/3/2015 76 Box 04 MIG INC 2/1/2017 187 Box 04 OLIVERIA ENVITONMENTAL CONSULTING LLC 11/21/2016 39 Box 04 PMC 6/17/2015 41 Box 04 PMC 7/27/2015 37 Box 04 RINCON CONSULTANT INC 12/21/2016 39 Box 04 SCHENBERGER TAYLOR MCCORMICK & JECKER 4/1/2015 46 Box 04 STILLWATER SCIENCES 8/15/2016 86 Box 04 SWCA ENVITONMENTAL CONSULTANTS 12/21/2016 39 Box 04 TAIT NORTH AMERICA INC 2/1/2015 19 Box 04 Planning Review Services RFP 2726247 10/17/16 10/17/2016 69 Box 04 WATSON PLANNING CONSULTANTS 12/21/2016 39 Box 04 WILLDAN ENGINEERING INC 12/7/2016 107 Box 04 WOOLPERT 5/21/2012 23 Box 04 ZEPPELIN INC 7/7/2014 23 Box 05 ADVANTAGE TECHNICAL SERVICES INC 5/23/2017 234 Box ARGO CHEMICAL INC 1/3/2017 13 Conversion of Finance Records Page 7 December 14, 2017 05 Box 05 BASF 1/3/2017 19 Box 05 BRENNTAG PACIFIC 1/3/2017 20 Box 05 CH2M HILL ENGINEERS INC 3/28/2017 61 Box 05 CHEM TRADE CHEMICALS US LLC 1/3/2017 22 Box 05 CHEMICAL BID SUMMARY 1/1/2017 1 Box EMERSON PROCESS MANAGEMENT POWER AND WATER 05 SOLUTIONS INC 2/29/2016 270 Box 05 ENGEL AND GRAY INC 2/4/2016 110 Box 05 FLOW N CONTROL INC 3/31/2016 99 Box 05 GROWERS LABORATORY ENVIRONMENTAL INC 1/3/2017 70 Box 05 GSE CONSTRUCTION CO INC 1/12/2017 42 Box 05 GSE CONSTRUCTION COMPANY INC 12/5/2016 258 Box 05 HARRIS & LEE ENVIRONMENTAL SCIENCES 2/11/2014 70 Box 05 JCI CHEMICALS INC 1/3/2017 23 Box 05 KEM IRA WATER SOLUTIONS 1/3/2017 17 Box 05 LARRY WALKER ASSOCIATES 3/1/2013 16 Box 05 LHOIST NORTH AMERICA 3/16/2017 29 Box 05 SNF/POLYDYNE INC 1/3/2017 22 Box 05 SOUTH COAST SYSTEMS INC 6/3/2015 36 Box 05 THATCHER COMPANY OF CALIFORNIA INC 1/3/2017 25 Box 05 CHEMICAL CONTRACTS RFP 12/14/2016 51 Box 05 VERDIN MARKETING INK CO 1/24/2017 59