25F - DOCUMENT MANMAGEMENT SYSTEM

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I REQU EST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: jANUARY 5, 2004 TITLE: AMENDMENT AGREEMENT WITH COMPULINK MANAGEMENT CENTER, INC. FOR DOCUMENT MANAGEMENT SYSTEM /'5 CLERK OF COUNCIL USE ONLY: APPROVED [] As Recommended [] As Amended [] Ordinance on 1s~ Reading [] Ordinance on 2nd Reading [] Implementing Resolution [] Set Public Hearing For CONTINUEDTO FILENUMBER RECOMMENDED ACTION Direct the City Attorney to prepare and authorize the City Manager and the ~Clerk of the Council to execute an agreement amendment with Compulink anagement Center, Inc. to expand the existing document management system in the Clerk of the Council Office to include the Treasury Division in an amount not to exceed $57,000. DISCUSSION On December 16, 2002, the City Council approved a request to amend the City's agreement with Compulink Management Center, Inc. to implement a document management system in the Clerk of the Council's Office. The document management system was implemented successfully, and has provided City ~taff with a more efficient process for retrieving documents. Subsequently, the City's document imaging steering committee identified the Finance and Management Services Agency's Treasury Division as a strategic area to further benefit from this technology. The expansion of the document imaging system to the Treasury Division will allow staff to scan and electronically store business licenses, dog licenses, transient occupancy tax, utility users tax, municipal utility services, and treasury transactions. The system will enhance customer service by allowing staff to reduce document retrieval time; access documents simultaneously, reduce document storage space and costs, and more effectively comply with records eetention and audit requirements. Page 49 25.F.