Laserfiche WebLink
Public Works Agency <br />www.santa-ana.org/public-works <br />Item # 21 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br />Staff Report <br />July 18, 2023 <br />TOPIC: Electronic Document Management System Upgrade <br />AGENDA TITLE <br />Approve an Agreement with Cities Digital, Inc. to Provide Electronic Document <br />Management System, Laserfiche Upgrade and Migration with Geographical Information <br />System Integration in an Amount Not to Exceed $87,340 for up to a Five -Year Term <br />(Non -General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute a consultant agreement with Cities Digital, Inc. to <br />provide an Electronic Document Management System, Laserfiche Upgrade and <br />Migration with Geographical Information System Integration in the amount of $76,600 <br />for services and licensing, and $10,740 in contingency funds, for a total amount not to <br />exceed $87,340 for a three-year term beginning July 18, 2023, and expiring July 17, <br />2026, with an option for two one-year extensions, subject to non -substantive changes <br />approved by the City Manager and the City Attorney. <br />DISCUSSION <br />In 2005, the Santa Ana Public Works Agency (PWA) initiated a project to scan their <br />existing engineering drawings and as -built plans into a virtual database. At the time, the <br />City selected Laserfiche Document Management system in order to remain consistent <br />with the program the City Clerk's Office was using to store the City's official records and <br />documents, such as agendas, minutes, resolutions, and ordinances. Due to the <br />software selection being already established, PWA proceeded with the project without <br />conducting any requirements analysis of the software to assess its suitability for the <br />PWA Electronic Document Management System (EDMS). <br />During the initial analysis it was determined that Laserfiche was insufficient for the <br />storage of engineering drawings, due to the way the existing index of the documents <br />was created. The existing Microsoft Access index of engineering drawings included <br />standard information like drawing types, project types, numbers, and dates, but it also <br />included a rudimentary spatial index based on the project extent recorded as the street <br />name, from street to street. Each drawing was meticulously indexed to include all <br />possible streets that the project included, even if that meant indexing the drawing <br />multiple times. <br />