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Meeting Date:
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Category:
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Type:
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Subject:
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11.27 BUSINESS: Ratification of Agreement With Konica Minolta for a Backfile Scanning Solution (funded through Various COVID Funds at an estimated amount of $20,406, not the General Fund) |
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Strategic Plan:
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Enclosure:
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File Attachment:
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Summary:
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The Perris Union High School District entered into an Agreement with Konica Minolta to conduct Document Imaging Services (digitally scanning) of District past and current files. The District would benefit from the digitization of files by gaining higher levels of security, long-term cost reduction, minimizing the need for physical storage space, increasing productivity, and improving document management consistency.
After thorough collaboration by multiple departments, it was decided that it would greatly benefit the District if this project commenced with the Human Resources department. This specific project consists of digitizing and indexing all confidential employee files, including, but not limited to, employee personnel files, employee medical files, recruitment files, and archived personnel documents. The cost associated with this service is approximately $20,406, based on an estimated number of files known upon commencement.
This scanning solution will be made available to other departments as the need arises and in order of prioritization.
This Agreement is being brought before the Board as ratification due to receiving the contract after the June 2022 Board meeting. |
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Funding:
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The cost for this item is included in the 2022-23 operating budget funded through Various COVID Funds, not the General Fund. |
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Recommendation
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It is recommended that the Board of Trustees ratify the Agreement with Konica Minolta for a Backfile Scanning Solution. |
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Approvals:
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Recommended By: |
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Signed By: |
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Sylvia Hinojosa - Director - Purchasing |
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Signed By: |
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Kirk Skorpanich - Assistant Superintendent |
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Signed By: |
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Candace Reines - Deputy Superintendent |
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Signed By: |
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Grant Bennett - Superintendent |
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Vote Results:
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| Original Motion | | Member Dr. Jose Luis Araux Moved, Member Dr. Randall Freeman seconded to approve the Original motion 'It is recommended that the Board of Trustees ratify the Agreement with Konica Minolta for a Backfile Scanning Solution.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | David Nelissen | Yes | | Dr. Jose Luis Araux | Yes | | Anthony T. Stafford, Sr. | Yes | | Dr. Randall Freeman | Yes | | Elizabeth Vallejo | Yes | |
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