pages: CityCouncil/2010-09-07.pdf, 10
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CityCouncil | 2010-09-07 | 10 | Mayor Johnson inquired whether the City would digitalize as much as possible; stated the Museum has some City records; the City should put the records into the City's digitalized records; that she does not mind destroying paper copies once records are digitalized. Councilmember Gilmore stated the email policy should be reviewed also; that she is not sure whether the issue should be reviewed by the Sunshine Task Force or staff; [electronic] storage is cheap; there is no good reason not to keep digital records and emails. Councilmember Matarrese stated a records company should be utilized; records required by statute should be on microfiche because microfiche lasts 100 years; someone with technical expertise is needed. The Interim City Manager stated staff is focusing on inventory; right now, the issue is an organizational issue. Mayor Johnson stated that she agrees with Councilmember Matarrese regarding getting expert help; the Courthouse scans every document filed; most documents are available almost immediately; Alameda is a little behind in its technical capacity; investments need to be made. The Interim City Manager stated the first step is to do something with the phones; the money saved [from a new telephone system] can be used to reinvest in the computer system; approximately $100,000 has been put in the budget to upgrade computers; the City's hardware is archaic. Vice Mayor deHaan stated digital should be at the front end; inquired whether the City Clerk's office digitalizes documents, to which City Clerk responded in the affirmative. Vice Mayor deHaan stated things that go into the [digital] archives would not go into storage boxes. The City Clerk stated Council has never authorized not keeping paper files; everything is stored as paper as well; the City Clerk's office uses microfiche also. Mayor Johnson stated that her preference would be to digitally preserve records, not destroy records. The Interim City Manager continued the presentation. Councilmember Tam stated that she agrees with Mayor Johnson; stated policy should drive technology; the policy should be consistent with the State's email retention policy; that she works extensively with litigation and a record retention policy that pretty much requires that nothing be destroyed; that she would like to see the Sunshine Task Force Regular Meeting Alameda City Council 10 September 7, 2010 | CityCouncil/2010-09-07.pdf |