Item 21 - Electronic Document Management System Upgrade

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Approve Agreement with Cities Digital, Inc. to Provide Laserfische Upgrade July 18, 2023 Page 2 At that time, the indexing schema for the Laserfiche database could not accommodate the multiple indexing method for the streets without storing the document multiple times in the system. The City's Consultant devised a method that would allow indexing of the drawings using the existing index, keeping only one drawing in Laserfiche, and the system was completed in 2007. In addition to the engineering drawings, the City has various Right -of -Way (ROW) map books that were scanned and converted to images in the early 2000s. The pages in the ROW map books reference various areas of the city where non-traditional transfer of land ownership occurred. This could be a corner cut, a utility easement, right-of-way, or other type of deed recording. In an effort to aid users with searching for deed information spatially, the Geographic Information System (GIS) section added this layer to the internal web map viewing application (GeoMedia Webmap). When the City switched to ESRI from Intergraph in 2012, the ROW layer was added to the GovClarity GIS viewer. The layer was intersected with the parcels in GovClarity to reduce the confusion of the overlapping ROW deed book polygons. When a user clicked on a parcel, they were presented with a list of available ROW pages to choose from and they could click the link to be directed to the Laserfiche scanned document on WebLink. This solution, while effective, has not been maintained and the City desires a new method of referencing deed information that can be integrated into a newly proposed solution. In 2013, PWA began a project to update the web -based front end to a more responsive HTML5 format. That project was completed in 2015 and the Consultant contract ended. While the system is still functional today, there have been no updates or maintenance performed on the system since the release of the HTML5 version. In 2018, the PWA servers were virtualized and put into the City's main server room. Currently, the PWA EDMS solution is hosted on a virtualized server running the Windows 2008 R2 operating system. This operating system has already reached the end of its support lifecycle with Microsoft and is no longer provided with security updates. The City's Information Technology Agency has mandated that all applications running on older, unsupported operating systems be moved or upgraded to new servers that are supported by Microsoft. Based on this requirement, the Public Works Agency has determined that it is necessary to upgrade and migrate its existing EDMS solution to a new open theme standard (OTS) software solution instead of using a custom - developed application. The updated solution should function on the latest versions of Microsoft Windows and structure query language (SQL) Server that are supported by the City and match the existing versions of Laserfiche that the City is currently using with the flexibility to upgrade to newer versions without the need for major changes to the new solution environment.