Council approves $66,476 enterprise backup server after IT explains aging system and capacity needs

The Colony City Council on Jan. 7 approved a purchase order to SQL Data Systems for $66,476.70 to replace the city’s enterprise backup server, following council questions about timing, capacity and prior IT upgrades.

Councilmember Ensweiler asked why the replacement was being requested so soon after a roughly $238,281 upgrade approved in April 2024. An IT staff member explained the April project funded primary server and storage infrastructure across the city; the backup system serves a distinct purpose: long-term archival and restore capability for records and older servers.

The staff member said the existing backup device—acquired in 2017—remains functional but is reaching end-of-life and will no longer receive vendor updates after 2026. Current backups take as long as 48 hours and can slow access when staff need the system during the day. The new device would expand capacity from roughly 90 terabytes to about 186 terabytes to accommodate growth and provide encryption and faster restores.

Councilmember Ensweiler asked whether the old backup system was still operable; staff said it was but that the added capacity and improved security on the new unit would materially reduce operational risk. The staff member explained the April 2024 $238,281 program purchased primary host servers, whereas the current request is specific to backups.

A motion to approve item 4.8 passed; the transcript does not show a roll-call tally for the vote.

The council approved the backup server purchase to improve restore speed, capacity and protection against data-loss or ransomware threats; the item will be funded as listed on the consent agenda.