Label
ScanWorks, LLC File Case File Scanning and Destruction Agreement
Toledo Municipal Court
A. Huguelet (x1011)
Title
Authorizing the Clerk of Toledo Municipal Court to enter into an agreement with ScanWorks LLC for the scanning and destruction of Toledo Municipal Court case files; authorizing the expenditure of $72,934 from the General Fund; and declaring an emergency.
Body
SUMMARY & BACKGROUND:
In 2025, the Toledo Municipal Court Clerk’s Office processed 54,876 cases. Each case is assigned an individual file folder for all documents associated with that case.
The Clerk of Toledo Municipal Court would like to enter into an agreement with ScanWorks LLC to scan and destroy approximately 310 boxes of case files. These cases are eligible for destruction under Ohio Rule of Superintendence 26.05 (E) and Ohio Revised Code 1901.41 (A) (1). The pricing for the agreement is under State Term Contract Number 800839 and will not exceed $72,934.
Summary
NOW THEREFORE Be it ordained by the Council of the City of Toledo:
SECTION 1. That the Clerk of Toledo Municipal Court is authorized to enter into an agreement, with ScanWorks LLC for the imaging and destruction of Toledo Municipal Court case files for a total not to exceed $72,934, upon terms and conditions acceptable to the Director of Law.
SECTION 2. That an amount not to exceed $72,934, is authorized for expenditure from Account Code 1001-10900-3376001STDSTD for the scanning and destruction of case files.
SECTION 3. That the Finance Director is authorized to draw their warrant or warrants against the above-mentioned Account Code in amounts not to exceed $72,934 in payment of the above-authorized obligations upon presentation of proper voucher or vouchers.
SECTION 4. That this Ordinance is declared to be an emergency measure and shall be in force and effect from and after its passage. The reason for the emergency lies in the fact that same is necessary for the immediate preservation of the public peace, health, safety, and property and for the further reason that the Ordinance must be immediately effective in order to provide necessary records management for the efficient and effective operation of the Toledo Municipal Court Clerk’s Office.
Vote on emergency clause: yeas _____, nays _____.
Passed: _________________, as an emergency measure: yeas _____, nays _____.
Attest: ________________________ __________________________________
Clerk of Council President of Council
Approved: _____________________ __________________________________
Mayor
I hereby certify that the above is a true and correct copy of an Ordinance passed by Council ________________________.
Attest: ________________________
Clerk of Council