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AI- 7950   3. K.    
Commissioners Court - Regular
Meeting Date: 12/01/2016  
File Pro Document Destruction Agreement
Submitted By: Lance Murphy, Information Technology
Department: Information Technology  

Information
RECOMMENDATION
Authorize an agreement with File Pro Services for the collection and destruction of county documents.
BACKGROUND

Nueces County has been shredding and recycling documents for the past 18 years.  The Records Management and Warehouse department is currently responsible for the collection, destruction, and recycling of all county documents set for destructions.  The original shredder was purchased 18 years ago is becoming more difficult to service and lacks the capacity to keep up with the increasing demands for destruction.

DISCUSSION
Considering the following:
1. Recycling returns are at an all-time low and are no longer cost effective.
2. Employee overhead costs of collection, shredding, bagging, and transport of recycle materials exceeds cost of outsourcing.
3. The preparation of documents to shred is backlogged.

The cost of a new high-capacity shredder is approximately $70,000 plus annual maintenance of $7,500. Outsourcing our shredding needs to File Pro is estimated at $12,000 - $20,000 per year which is less than the cost of one employee. This will free up county resources, involving 2-3 employees, and allow those resources to be redirected to the destruction of expired records.

Budget Information
Information about available funds
Budgeted: Funds Available: Adjustment: Amount Available: $50,000
Unbudgeted: Funds NOT Available: Amendment:
Account Code(s) for Available Funds
1: 1470
Fund Transfers

Attachments
FilePro Agreement
FilePro Proposal
Current Location Details
1295

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