County document disposal requires a professional

Warren County has too many documents.

There are about 100 boxes full of documents at the county warehouse in Starbrick that do not have to be kept but must be destroyed in an approved, certified manner.

At their work session Monday morning, the Warren County Commissioners considered proposals for that service from two companies with operations in Erie.

Pirello Enterprises and Business Records Management LLC gave a price list for certified burning or shredding of the documents.

The documents are stored in several different sizes of boxes.

Business Records’ cost was $5 per box and a $50 service charge.

Pirello gave a breakdown by size of box and a $25 charge. Commissioner John Bortz said the most expensive box at the warehouse corresponded to a cost of $4.98 with smaller boxes costing less.

Because destroying the files is a professional service, the commissioners did not have to accept the lowest bid nor did they have to approve the expenditure at a regular meeting.

They approved the Pirello proposal based on the lower service fee and the lower cost on every box.

“If we’re trying to sharpen our pencils, it gets pretty pointed on the Pirello side,” Bortz said.

Many courthouse documents have to be kept for a certain number of years. After that, the county could have liability if it does not consistently handle the destruction of documents, Bortz said, adding, “Five hundred bucks to start cleaning things up seems pretty inexpensive to me.”

Other documents at the warehouse could be thrown away without the need for a certified destruction. Those documents have been “tossed”, Commissioner Chairman Stephen Vanco said.

“I think it’s fantastic that we’re making some headway,” Bortz said.