Laserfiche WebLink
Information Technology <br />www.santa-ana.org/information-technology <br />Item # 37 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br />Staff Report <br />June 6, 2023 <br />TOPIC: Approve and Amend an Agreement with COMPULINK Management Center Inc. for <br />Enterprise Content Management System Maintenance, Services, and Licenses <br />AGENDA TITLE <br />Approve and Amend an Agreement with COMPULINK Management Center Inc. for <br />Enterprise Content Management System Maintenance, Services, and Licenses in an <br />Amount not to Exceed $800,000 (Non -General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute the second amendment to the agreement with <br />Compulink Management Center, Inc., DBA Laserfiche for Laserfiche Enterprise Content <br />Management System maintenance, services, training, and software licenses, in an <br />amount not to exceed $800,000, over a five-year period from July 1, 2023, through June 30, <br />2028, subject to non -substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The City of Santa Ana has owned the Laserfiche Enterprise Content Management (ECM) <br />System since 2002, using the product's document management solution to manage digital <br />documents. In 2014, the City upgraded to Laserfiche's RIO platform, which included <br />additional features, such as Electronic Forms and Workflow. Laserfiche is a market leader <br />in municipal government document management systems and is highly rated by Nucleus <br />Research and Gartner for its user-friendly interface, sophisticated functionality, and <br />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 City Clerk's office, along with every other <br />agency in the City. The system is integrated with the City's financial management, utility <br />billing, business license tax, dog license, and GIS systems, which allows access to related <br />business documents and engineering drawings from the corresponding business <br />application systems. <br />One of the City's ongoing goals is to allow the public the ability to electronically conduct as <br />much business with the City as possible. The City is continuing to leverage its investment in <br />the Laserfiche ECM platform and expanding its use of the system to improve business <br />process efficiencies by allowing documents to be managed electronically and <br />