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Community Development Agency <br />www.santa-ana.org/community-development <br />Item # 3 <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 (Non-General Fund) <br />RECOMMENDED ACTION <br />Authorize the Executive Director of the Housing Authority to execute an agreement with <br />Iron Mountain Information Management, LLC to provide offsite document storage of <br />Housing Authority records in an amount not to exceed $142,700, for a three-year term <br />beginning January 1, 2024 and expiring December 31, 2026 with an option of two one- <br />year extensions, subject to non-substantive changes approved by the Executive <br />Director and the Housing Authority General Counsel (Contingent upon approval of City <br />Council Item # 9) (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 used Iron Mountain Information <br />Management, LLC to store and archive files. The Housing Authority is unable to store <br />the records in City Hall because of the volume of records, the lack of storage space, <br />and the infrastructure required to store hundreds of confidential files. SAHA also does <br />not have the administrative capacity to efficiently manage and maintain the records <br />compared to an outside storage facility that will more efficiently 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.