Housing Department Records Digitization Project
 

Staff Recommends that the City Council approve an agreement with Richo-USA for secure digital scanning services and data importation and  allow for all necessary reclassification of funds to be made available for payment.

The Hawthorne Housing Department seeks to modernize its records management practices by digitizing approximately 350,625 pages of existing paper records and integrating them into the City’s DocuWare Electronic Document Management System (EDMS). These records include  Informal Hearing documents, program terminations, Housing Rehabilitation Loans, First Time Home Buyer files, Subordination Agreements, applications with supporting documentation and all grants management documentation, which are currently stored in physical formats that pose significant challenges for accessibility, storage, and long-term preservation. Ricoh USA, Inc. will oversee this project, handling document preparation, scanning, indexing, and integration of the digital records into the DocuWare system. The scope of work includes configuring digital file cabinets in DocuWare that align with the Housing Department’s operational needs and importing all digitized records into existing secure and organized storage structures. Throughout the process, Ricoh will maintain rigorous quality assurance and data security protocols to ensure the integrity and confidentiality of all records.

Digitizing these records will streamline how the Housing Department accesses and manages its information. By transitioning from physical files to a centralized, searchable digital system, the department will significantly reduce the time and effort required to retrieve records, improve operational efficiency, and enhance record accessibility for authorized users. Additionally, this project will eliminate the need for extensive physical storage space, addressing long-standing space constraints within the department. This initiative also supports the City’s commitment to leveraging technology to enhance government operations while ensuring compliance with legal and regulatory standards for records management. The integration of these digitized records into DocuWare will provide a reliable, long-term solution for securely managing and accessing historical data.

The project is funded by Housing  Administrative Fees for Contract Services, ensuring there is no direct cost to the City. To achieve the best pricing for these services, the department is utilizing a cooperative purchasing contract through OMNIA Public Sector/Government, contract code 2021002788. Ricoh will also provide training for Housing Department staff to facilitate the seamless adoption and use of the digitized records system. Upon project completion, original documents will be securely destroyed in accordance with best practices and legal requirements.
 

None.

Funds for this plan is included in the FY 2024/2025 Housing budget and are not to exceed $65,665.88 for this portion of the Housing scanning project.

72 hour posting notice pursuant to the Ralph M. Brown Act