Agenda - 06-03-2014 - 6a - Laserfiche WebLink

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19 1 Jeff Thompson said each cage stores about 108 record boxes, and some departments 2 have more than one cage. 3 Wayne Thompson said staff will come back with a draft policy for how long records need 4 to be kept. He said staff will work to help departments comply. 5 Jeff Thompson said the incorporation of the digitization technology will hopefully result in 6 more shared goals with the departments. He said some departments want all records at arm's 7 length, and this takes up valuable space. 8 Chair Jacobs asked what recommendation is being made with regard to existing unused 9 space and space currently being used for storage. 10 Jeff Thompson said the Government Services Annex could be offered up for third party 11 use and still has ample storage. 12 Chair Jacobs said the conclusion is that guidelines are needed for storage. He said he 13 does not have clarity on where things are stored now and where they would be stored in the 14 future. 15 Jeff Thompson said there is a need for centralized storage, and there are office and 16 common area spaces being used inappropriately for storage. He said departments will request 17 more space because space is being used for storage that could be done offsite. He said staff 18 has interviewed the departments and now understands these situations. He said departments 19 feel fragmented in their record retention needs, and there is little awareness of the digitization 20 process. He said the recommendation is to formalize a policy for this and free up the best use 21 office and common space by getting those items into storage spaces. 22 He said this will lend itself to the space study as it relates to available space that can be 23 used for incubation, developmental, or other economic development space. 24 Chair Jacobs said the Board is trying to come to more clarity regarding the wings at 25 Cedar Grove or the EAC building. He thought there would be better answers after this 26 discussion, but it seems that staff needs more time. 27 Jeff Thompson said that is correct. 28 Commissioner Gordon said this is a start, but it does not go far enough. She said the 29 information needs to be organized more efficiently. She said there needs to be some kind of 30 statement about what kind of space each department needs and how much space it needs. 31 Jeff Thompson said this question has been asked, but most departments don't know 32 that answer. He said more probing and education is needed on this issue. 33 Commissioner Gordon said the Board received a lot of information before, and this is a 34 subset of that. She feels there needs to be another work session on the space needs study to 35 bring this to some manageable recommendations. 36 She said if the discussion is about consolidation, staff should try to figure out some way 37 that is convenient in order to eliminate the need for people to drive their cars to get to different 38 departments. 39 Jeff Thompson said this has been done, and EAC has been consolidated and co- 40 located, though the facility is depreciated. He said he is not asking to move people out. 41 Commissioner Gordon said her point is that consolidation should be done to as few 42 locations in Hillsborough as possible. 43 Jeff Thompson said that point is intact. 44 Commissioner Gordon said it would be good have another space needs work session. 45 She said the idea of having the recreation folks come over to Whitted is a good one, as the 46 recreation building is not a great space. She also thinks recreation needs expansion. 47 Commissioner Price would like to see more consideration of the fact that we are in a 48 digital age. She said this needs to be considered when looking at what the modern space 49 needs really are for the people in each department. She said a huge desk is no longer a 50 requirement.