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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 4, 2019 <br />TITLE: <br />APPROVE AMENDMENT TO AGREEMENT <br />WITH COMPULINK MANAGEMENT <br />CENTER, INC. FOR ENTERPRISE CONTENT <br />MANAGEMENT SYSTEM MAINTENANCE, <br />SERVICES, AND LICENSES UP TO $480,000 <br />(STRATEGIC PLAN NO. 7, 5A) <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 161 Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />CITY <br />RECOMMENDED ACTION <br />Authorize the City Manager and Clerk of the Council to approve agreement amendment with <br />Compulink Management Center, Inc. DBA Laserfiche for Laserfiche Enterprise Content <br />Management System maintenance, services, training, and software licenses in an amount not to <br />exceed $480,000 over a three-year period from July 1, 2019, through June 30, 2022, subject to <br />non -substantive changes approved by the City Manager and City Attorney. <br />The City of Santa Ana has owned the Laserfiche Enterprise Content Management (ECM) System <br />since 2002, using the product's document management solution to manage digital documents. In <br />2014, the City upgraded to Laserfiche's RIO platform, which included additional features, such as <br />Electronic Forms and Workflow. Laserfiche is a market leader in municipal government document <br />management systems and is highly rated by Nucleus Research and Gartner for its user-friendly <br />interface, sophisticated functionality, and superior customer support. <br />The Laserfiche system allows City staff to electronically store, index, process, and retrieve <br />pertinent City records. It is being used by the Clerk of the Council, Finance and Management <br />Services Agency, Public Works Agency, Community Development Agency, and Planning and <br />Building Agency. The system is integrated with the City's financial management, utility billing, <br />business license tax, dog license, and GIS systems, which allows access to related business <br />documents and engineering drawings from the corresponding business application systems. <br />One of the City's ongoing goals is to allow people the ability to electronically conduct as much <br />business with the City as possible. The City is looking to leverage its investment in the Laserfiche <br />ECM platform and expand its use of the system in order to improve business processes <br />efficiencies by allowing documents to be managed electronically and for paper forms to be <br />converted to electronic forms. <br />25B-1 <br />