HomeMy WebLinkAboutSR - C26490 - Svc Contrct Dest. of DocsCITY OF PALM DESERT
COMMUNITY SERVICES DIVISION
CITY CLERK OPERATIONS
STAFF REPORT
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REQUEST: REQUEST FOR APPROVAL OF SERVICE CONTRACT FOSIR
CONFIDENTIAL DOCUMENTS (CONTRACT NO. 'C26420 . A O
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SUBMITTED BY: Rachelle Klassen, City Clerk o
DATE: May 10, 2007 �\
CONTENTS: I. Staff Report U y
II. Certificate of Environmental Accomplishment - 2006z a A
III. Letter from Shred -It 0
IV. Shred -It Service Agreement
Recommendation:
Clerk's Office
TION OF
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By Minute Motion, approve the subject contract with Shred -It, Corona, California, and authorize
the Mayor to execute same.
Discussion:
In FY 1998/99, staff initiated month -to -month service with Shred -It, Corona, California, for destruction of
confidential City documents. The items disposed of in this manner consist of Payroll and Human Resources
documents, obsolete eligibility lists maintained by the City's Housing Authority, outdated Voter Registration
lists provided by County of Riverside, and related documents, all of which contain sensitive confidential
information that requires secure disposal.
Shred -It provides monthly stops at the City to collect material from two consoles at a current cost of
$55/month; from 1999-2006, the cost was $50/month. One console is located in the City Clerk's Office, the
other in the Finance Department, both of which are closely monitored by staff to ensure that only appropriate
materials receive this method of disposal. If there is additional material for destruction beyond that contained
in the consoles, the City is billed $3.48/minute for the additional processing time. Destruction is always
performed on -site, with a Certificate of Destruction provided to staff immediately afterward. The shredded
material is recycled, and in 2006, it equaled 73 trees being conserved. To date in FY 2006/07, $1,000 has
been spent with Shred -It, which includes $500 worth of department -specific service for archived records that
were scheduled for destruction.
Now due to recent Federal policy and legislation (i.e., Gramm -Leach -Bliley and HIPAA), Shred -It requires the
City enter into a defined service agreement. Therefore, staff respectfully requests your approval of this
agreement to continue disposing of sensitive information in a confidential, guaranteed, and secure manner.
The City Attorney has reviewed and approved the subject cpntraas it is pres ted/
Submitted b
RACHELLE D. KLA SEN, CfTY CLERK
Approved:
CARLOStL. ()VGA, CITY MANAGER
Attachments (as noted)
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4/S ILA R. GILLIGA
SERVICE/P.I.O.
ACMC1
MMUNITY
PAECTOR OF
FINANCE/G`fTY TREASURER