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APR1711981 <br />.TO: <br />Board of County cmc issioners DATE: 3-25-81 <br />y <br />FILE: <br />w <br />SUBJECT: Ztaffic• Department filing <br />�. <br />System <br />FROM: Neil A. Nelson <br />County Administrator <br />f <br />1. <br />2. <br />3. <br />Description and Conditions <br />REFERENCES: <br />The Traffic Departrrent for the Clerk works with 12,000 case files <br />each day. In addition, they are required to maintain in current <br />storage case files for the past five years. <br />In moving into their new space in the renovated courthouse, they <br />plan to store these files in 36 4 -drawer filing cabinets. This method <br />of storage would be ctuerscme and an inefficient use of office space. <br />Alternatives and Analysis <br />The Clerk of the Court has had a movable filing system approved by the <br />Board for three other areas to conserve and better manage office space. <br />The use of this type filing system for the Traffic Department will <br />reduce the space requira7ent for storage from 240 sq. ft. to 63 sq. ft. <br />The cost to provide this system will be $5,197.56 and could be added on <br />with the existing contract we have with Lundia. <br />Recommendations <br />That the Board approve the purchase and installation of the additional <br />Lundia full space system consisting of one single stationary 9" X 72" X <br />34!' with 10 openings. Three double movables 18" X 72" X 84". One <br />double stationary 18" X 72" X 84". <br />The Board approve funding from Account 102-220-519-66.41 in the amount <br />of $5,197.56. <br />ADMINISTRATOR NELSON REPORTED THAT THE 12,000 FIGURE SHOULD <br />BE CORRECTED TO 1,200. HE EMPHASIZED THE POINT THAT SPACE IS TOO <br />EXPENSIVE TO TAKE UP SIMPLY FOR STORAGE AND URGED THAT THE BOARD <br />CONSIDER EXPANDING THE PRESENT CONTRACT WITH LUNDIA, <br />DISCUSSION FOLLOWED ABOUT THE BASEMENT SPACE AND THE <br />UTILIZATION OF THE FILE CABINETS WHICH WOULD BE EMPTIED. <br />THE ADMINISTRATOR EXPLAINED THAT THE BASEMENT IS NOT A <br />SUITABLE STORAGE AREA FOR FILES BECAUSE OF THE HUMIDITY AND NEED FOR <br />A SUMP PUMP TO KEEP IT DRY, AND FURTHER REPORTED THAT THE EXTRA FILE <br />CABINETS WILL BE KEPT IN THE WAREHOUSE AND UTILIZED IN SMALL OFFICE <br />AREAS AS NEEDED. <br />