To: Contra Costa County Housing Authority Board of Commissioners
From: Joseph Villarreal, Executive Director
Report Title: CONTRACT WITH ALLIANCE TECHNOLOGIES TO CONTINUE TO PROVIDE ELECTRONIC RECORDS RETENTION MANAGEMENT AND AUDIT REPORTING SERVICES FOR THE HOUSING AUTHORITY.
☐Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Executive Director of the Housing Authority, or his designee, to execute a contract with Alliance Technologies, (ALLIANCE) in an amount not to exceed $180,000 to provide electronic records management and audit reporting services to the Housing Authority for the period November 5, 2024 through December 31, 2025.
BACKGROUND:
ALLIANCE currently provides Electronic Records Retention Management support as part of our effort to move physical records to managed electronic files for the Housing Authority. The first phase of the Housing Authority’s Records Retention Management process involved imaging physical records into electronic format and integrating them into our YARDI processing platform for online access and retrieval. The body of work outlined in this request will include the creation of automated audit processes within our SharePoint document repository to ensure that electronic documents are complete, easily accessible, and incorporate records retention management rules to protect and manage the data of our clients and stakeholders.
FISCAL IMPACT:
All costs up to $180,000 will be paid from public housing operating costs based on historical payments for such services over a 3-year period.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board fails to approve ALLIANCE TECHNLOGIES to provide Electronic Records Management and Audit Reporting Services, we will lack the proper management controls to ensure that our electronic client records are complete and properly retained. This would require a reversion back to physical file handling which would lead to increased staffing needs and increased time to fulfill client and stakeholder needs.