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Community Development Agency <br />www.santa-ana.org/community-development <br />Item # 9 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />December 5, 2023 <br />TOPIC: Agreement with Iron Mountain Information Management, LLC <br />AGENDA TITLE <br />Approve an Agreement with Iron Mountain Information Management, LLC for Document <br />Storage for the Housing Authority, Community Development Agency, and Finance & <br />Management Services Agency (General and Non-General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute an agreement with Iron Mountain Information <br />Management, LLC to provide offsite document storage of Community Development <br />Agency and Finance & Management Services records in an amount not to exceed <br />$142,700, for a three-year term beginning January 1, 2024 and expiring December 31, <br />2026 with an option of two one-year extensions, subject to non-substantive changes <br />approved by the City Manager and City Attorney (Contingent upon approval of Housing <br />Authority Item # 3) (Agreement No. 2023-XXX). <br />GOVERNMENT CODE §84308 APPLIES: Yes <br />DISCUSSION <br />The Housing Authority of the City of Santa Ana (Housing Authority) is required to <br />preserve Housing Choice Voucher Program applicant and participant records for a <br />period of three years from the date of termination or denial of assistance. To comply <br />with this requirement, the Housing Authority currently uses Iron Mountain Information <br />Management, LLC to store and archive files. The Housing Authority is unable to store <br />the records at City Hall because of the volume of records, the lack of storage space, <br />and the infrastructure required to store hundreds of confidential files. The Housing <br />Authority also does not have the administrative capacity to efficiently manage and <br />maintain the records compared to an outside storage facility that will more efficiently <br />manage the records. <br />As required by the City of Santa Ana Records Retention Schedule, the Finance and <br />Management Services Agency (FMSA) is also required to retain various records and <br />documents for the periods stated within the policy. FMSA is unable to store the <br />numerous records and documents at City Hall due to the lack of sufficient storage space <br />and administrative capacity. Therefore, in order to comply with this requirement, FMSA <br />utilizes an offsite storage facility that has the storage capacity, expertise, and resources <br />to store, archive, retrieve, and destroy such records and documents.  <br />  <br />City Council 9 – 1 12/5/2023