Digital Records Preservation

At a glance

What: Agreement with ArcaSearch LLC to digitize about 74,816 pages of City records from 1823 through 2024, at a cost not to exceed $100,000.00.
Where it stands: Approved on consent July 27, 2026, 5-0.
Next: None recorded.
Freshness: Possibly stale: the newest information here is from August 2026. Later Board agendas (Sep 28, Oct 12) were image-only and were not read, so any later action is not reflected.

Records: commissioner records (1823-2023), ordinances (1893-2024), contracts, resolutions and orders. ArcaSearch was selected under RFP 22526002-20 for scanning, OCR and handwriting recognition, and cloud hosting with a 99.9% uptime guarantee; the City also gets two external hard drives.
Baseline cost $92,959.00, including the first-year subscription; payments 50% at signing, 25% after imaging and 25% at final acceptance. Year 2 hosting is $3,934.00. Budgeted in FY2026-2027.
Consent calendar moved by Commissioner May, seconded by Commissioner Richardson; all five members present voted yes (Commissioners Richardson, Unger, May, Smith-Willis and Mayor Wilkerson), none against.

Approved on consent, 5-0.