TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Cristal McDonald, City Clerk
PREPARED BY: Angela Martin Van der Baan, Records Manager
SUBJECT:
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Agreement with Everlaw - eDiscovery Software
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ABSTRACT
This report provides an overview of the City's use of Everlaw, a software platform that streamlines the organization, deduplication, review, and identification of responsive emails within large volumes of digital data in response to public records requests and subpoenas.
To support increasing data demands and maintain operational efficiency, this report recommends continued use of Everlaw and an expansion of the current data plan from 100 GB per month (1,200 GB annually) to 200 GB per month (2,400 GB annually).
RECOMMENDATION
recommendation
Amend the Fiscal Year (FY) 2025/26 and Fiscal Year 2026/27 Operating Budget to appropriate $8,320, and $20,918, respectively, as detailed in the fiscal impact statement to cover the increase in the yearly cost;
Authorize the City Manager to approve a one-year agreement with Everlaw for the amount of $49,920 and up to an additional two (2) one-year extensions with an anticipated amount not-to-exceed $168,450; and
Authorize the exemption from bidding requirements in accordance with the Murrieta Municipal Code ?3.08.280(G).
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PRIOR ACTION/VOTE
None.
STRATEGIC ALIGNMENT
This item aligns with the City Council's goal of: maintaining a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency relating to an administrative priority. It aligns with the priority of Information Governance for Records Accessibility and Public Records Legal compliance.
DISCUSSION
Background
The City Clerk acts as a compliance officer for federal, state, and local statutes, including the California Public Records Act. The California Public Records Act (CPRA) was enacted in 1968, requiring inspection or disclosure of governmental records to the pub...
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