Laserfiche WebLink
<br />CITY COUNCIL MEETING DATE: <br /> <br />~ <br />~ <br /> <br />REQUEST FOR <br />COUNCIL ACTION <br /> <br />CLERK OF COUNCIL USE ONLY: <br /> <br />JUNE 6, 2005 <br />TITLE: <br /> <br />APPROVED <br /> <br />o As Recommended <br />o As Amended <br />o Ordinance on 15t Reading <br />o Ordinance on 2nd Reading <br />o Implementing Resolution <br />o Set Public Hearing For <br /> <br />DOCUMENT MANAGEMENT SYSTEM <br />MAINTENANCE AND EXPANSION <br /> <br />-( <br /> <br />j~ <br /> <br />/ /' /,/1,/;1 <br /> <br />/?Ljt~Il~( M~~~~~~ <br /> <br />CONTINUED TO <br /> <br />FILE NUMBER <br /> <br />RECOMMENDED ACTION <br /> <br />Direct the City Attorney to prepare and authorize the City Manager and the <br />Clerk of the Council to execute an agreement amendment with Compulink <br />Management Center, Inc. to implement a Laserfiche document management <br />system in the Public Works Agency in an amount not to exceed $145,000, and <br />for maintenance of the City's Laserfiche systems for a one year period in <br />an amount not to exceed $48,000 with a provision for two one-year renewals <br />not to increase by more than five percent annually. <br /> <br />DISCUSSION <br /> <br />In 2001, a Document Imaging Steering Committee was formed to develop <br />standards, policies, and processes and to provide direction to the City's <br />implementation of the evolving document imaging technology. At that time, <br />the Committee recommended the implementation of a pilot project in the <br />Clerk of the Council Office to develop best practices and standards that <br />could be applied to other departments. After conducting an evaluation of <br />various alternatives, and reviewing three proposals received from vendors, <br />the Committee determined that Compulink Management Center's Laserfiche <br />solution provided the best approach for the City. Compulink is the market <br />leader in municipal government document management systems, and its system <br />has been installed at other cities in Orange County and throughout the <br />state. <br /> <br />Since its installation, the Laserfiche system has enhanced customer service <br />through increasing staff producti vi ty by significantly reducing document <br />retrieval time and allowing simultaneous document access. Further, the <br />system has reduced storage space and enhanced the City's record retention <br /> <br />25K-1 <br />