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Human Resources <br />www.santa-ana.org/departments/human-resources/ <br />Item # 9 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br />Staff Report <br />November 1, 2022 <br />TOPIC: First Amendment to Scanning, Digitizing, and Indexing Services Agreement with <br />ARC Document Solutions, Inc. <br />AGENDA TITLE: <br />Approve the First Amendment to the Agreement for Scanning, Digitizing, and Indexing <br />Services with ARC Document Solutions, Inc. in an Amount Not to exceed $80,000 <br />(General Fund and Non -General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute the First Amendment to increase the aggregate <br />contract authority by $80,000 with ARC Document Solutions, Inc. for digitization of City <br />employee personnel files, from November 1, 2022 through October 19, 2024, subject to <br />non -substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />Staff recommends approval of the First Amendment to the Agreement with ARC <br />Documentation Services for scanning and indexing of departmental files within the <br />Human Resources Department in accordance with the City of Santa Ana's Records <br />Retention Schedule. The City currently has an existing contract with ARC Document <br />Solutions through the Planning and Building Department. ARC Document Solutions <br />provides scanning, digitizing, and indexing services, and the City Council approved the <br />agreement, in addition to two other vendors, on October 20, 2020 (Exhibit 1) as a result <br />of a Request for Proposals (RFP) process. <br />The Human Resources Department intends to transition departmental processes to be <br />technology based and paperless where possible. Currently, active and separated City <br />employee personnel files are housed in numerous paper files within the Human <br />Resources Department, and the number of files continues to increase. As required by the <br />City's Records Retention Schedule, the Department must retain certain Personnel -related <br />documents several years beyond the employees' separation from City service, which <br />continues to compound the file storage. <br />By leveraging technology and providing an electronic document management system, <br />staff time will be more efficiently utilized to store and retrieve information as well as <br />provide a protected storage and access solution. Due to the sensitive nature of the file <br />