To: Dale K. Weighill, Governmental Operations Committee Chairperson
From: Rochelle Brown, Prosecutor's Office Operations Director
title
RE: Approval of a request by the Genesee County Prosecutor's office to enter into a 5-year contract with Leonard Brothers for storage and retrieval of Prosecutor case files
recommendation
BOARD ACTION REQUESTED:
The Prosecutor's Office requests approval to enter into a 5-year contract with Leonard Brothers for storage and retrieval of Prosecutor case files.
BACKGROUND:
Shue & Voeks was an offsite storage facility utilized by many departments of the county for several years. The Prosecutor's office was one of the departments that utilized this facility for our old, inactive, offsite file storage for many years. In August 2021, we went on a site visit to the S&V facility to see how our files were stored and kept organized. After the visit, we realized that the conditions in which the files were kept were not ideal. Additionally, the facility lacked appropriate organization to safely maintain our files to ensure proper retrieval and refiling. We also discovered that there was no contract existing governing the fees or other aspects of their service. After this visit our office began looking for other facilities to possibly move and house our case files or move to digitally stored files. Late in 2021 we began meeting with different vendors for scanning and digitizing our case files with the upcoming implementation of a new paperless system. We were able to use ARPA funds to purchase an electronic case management system, called Prosecutor by Karpel (Karpel or PbK). We simultaneously decided to seek a vendor to digitize our physical files, active and inactive, to input into the new system. We are mandated by the state retention schedule to maintain our capital cases for 50 years once completed. It was our intention to digitize these files. After the RFP process and our selection of Leonard Brothers (LB) to be the vendor f...
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