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2 <br />3 <br />4 <br />5 <br />6 <br />7 <br />8 <br />9 <br />10 <br />11 <br />12 <br />13 <br />14 <br />15 <br />16 <br />17 <br />18 <br />19 <br />20 <br />21 <br />22 <br />23 <br />24 <br />25 <br />26 <br />27 <br />28 <br />29 <br />30 <br />31 <br />32 <br />33 <br />34 <br />35 <br />36 <br />37 <br />38 <br />39 <br />40 <br />41 <br />42 <br />43 <br />44 <br />45 <br />46 <br />47 <br />48 <br />49 <br />IN <br />Departmental Storage Survey <br />Fifteen departments indicated that they routinely retain records beyond the required <br />retention period for their department/agency; <br />Eighteen departments indicated that electronic storage of at least some of the records <br />they are required to retain is acceptable (would have additional unbudgeted cost <br />implications for IT scanning project); <br />Departmental Storage Survey <br />Seventeen agencies indicated that off -site storage of required records is acceptable; <br />Several departments currently use office space for storage of records, equipment, etc. <br />Storage Use Recommendations <br />Written policy for storage of records and other items requiring storage that will ensure: <br />Frequently accessed records and other items housed " locally" stored within <br />departments; infrequently accessed records and items efficiently stored in off - <br />site storage locations; <br />Regulatory requirements for records retention are met; <br />County needs /wishes for retention of records with historical significance are <br />maintained <br />Storage Use Recommendations — cont'd <br />Written policy for storage of records and other items requiring storage that will ensure: <br />Records not maintained for historical reference routinely destroyed and /or <br />recycled at end of retention period; <br />Non- record items stored as efficiently as possible based on frequency of access, <br />type of storage required (conditioned versus unconditioned), etc. <br />Designated office space not used for records or equipment storage; <br />Discussion <br />"The County Manager recommends the Board receive and discuss the space <br />study follow up information and provide guidance to the County Manager and <br />staff in anticipation of the FY2014 -15 Capital Investment Planning process." <br />Wayne Fenton said some of the building and equipment at the Link Government <br />Services Center is in the flood plain area and needs to be moved. <br />Jeff Thompson said there is no regulatory mandate to do this, but it is a risk. He said <br />there has been water in the basement. <br />Chair Jacobs noted that if the building was taken down, nothing new could be put back <br />up as it is in the flood plain. <br />Jeff Thompson said this is correct. <br />Commissioner Gordon asked about the differences in the upfit costs. <br />Wayne Fenton said the heating and air systems in this part of the building were not <br />designed for individual offices, so the distribution would have to be re -done, and bathrooms <br />would have to be added. <br />Discussion ensued about the past history and use of the building. <br />Referring to the storage space needs slides, Wayne Fenton said staff sent out a survey <br />to the departments requesting information on storage needs and practices. <br />Referring to the slides on EAC storage space, Wayne Fenton said the storage area is <br />upfit with chain link fences and shelving, and the only thing being stored there are records in <br />banker boxes, properly stored on shelving. <br />