R09-38

RESOLUTION AUTHORIZING CHERRY HILL TOWNSHIP'S APPLICATION

FOR A PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT

GRANTS PROGRAM (PARIS) TO BE USED FOR PHASE IV - SHARED SERVICE GRANT TO LEVERAGE MONEY, TECHNOLOGY, AND MARKET WITH GLOUCESTER TOWNSHIP AND THE BOROUGH OF MERCHANTVILLE AND RECORDS MANAGEMENT STAFF

WHEREAS, the Township is undertaking a records management and document preservation initiative;

WHEREAS, the State of New Jersey has made PARIS Grants available to assist county and municipal governments in their records management preservation and storage efforts; and

WHEREAS, the Township wishes to apply for a PARIS Grant in the amount of $504,308.69 to carry out its records management project; and

WHEREAS, by way of this resolution, the Governing Body of the Township of Cherry Hill acknowledges and accepts the responsibility of acting as applicant for this grant; and

WHEREAS, the specific purpose of this Grant is to team up with Gloucester Township and the Borough of Merchantville to leverage money, technology, and the market in our efforts to document image vital records and provide records management staff.

NOW THEREFORE BE IT RESOLVED, by the Governing Body of the Township of

Cherry Hill, County of Camden, State to New Jersey that the Cherry Hill Township does herby apply for a PARIS Grant for the purpose of cited above.

ADOPTED:

_____________________

COUNCIL PRESIDENT  

ATTEST:

_______________________

NANCY L. SAFFOS, RMC

TOWNSHIP CLERK

COUNCIL AGENDA

SUPPLEMENTARY INFORMATION SHEET      cc:        Mayor

                                                                                                Council

                                                                                                Law

COUNCIL ACTION REQUESTED:                                               Controller

            ORDINANCE            __________                                        Township Clerk

            RESOLUTION ___X____                                        Purchasing

            BID AWARD            _________                                         

ACTION NEEDED BY:    FEBRUARY 23, 2009

DETAILED EXPLANATION OF REQUEST:

Building upon the success of past years of shared PARIS projects, Cherry Hill plans on expanding their Records Management Services to additional municipalities.  This year Cherry Hill will work with Gloucester Township and the Borough of Merchantville to improve the access to public records and improve on disaster planning. In addition to expanding the shared services for Cherry Hill’s imaging solution, Cherry Hill is looking to fund their Records Manager, who manages all records management initiatives and act as liaison/resource for all participating Municipalities.  The Records Manage position was created last year as a result of the PARIS program.

Gloucester Township and Merchantville will not only utilize Cherry Hill’s IT infrastructure, they will have access to the Cherry Hill’s Records Manager. In the past year, the new Records Manager has worked closely with Gloucester Township, Merchantville, and DARM to assist in their records needs.  Recent initiatives include Records Purge Days with Joe Falca and scanning training. Cherry Hill continues to anticipate that their Records Management solution will act as a catalyst for future Municipalities to preserve historical records, implement disaster recovery initiatives, increase workflow efficiency, and increase information sharing.

PARIS IV - SHARED SERVICE GRANT TO LEVERAGE MONEY, TECHNOLOGY, AND MARKET WITH GLOUCESTER TOWNSHIP AND THE BOROUGH OF MERCHANTVILLE AND RECORDS MANAGEMENT STAFF

·         $320,000.00 – Imaging Projects

·         $184,308.69 – Records Management Staff

INITIATED BY: Ari Messinger               DIVISION:  Operations DATE: 02/23/08

APPROVED BY          ___________________          DATE: _______________________________         

                              DEPARTMENT HEAD

APPROVED BY: ________________________     DATE: ______________________________

                                    MAYOR