Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 7, 2008 <br />TITLE: <br />PURCHASE SOFTWARE, SERVICE AND <br />MAINTENANCE FOR DOCUMENT MANAGEMENT <br />SYSTEM UNDER EXISTING AGREEMENT WITH <br />COMPULINK MANAGEMENT CENTER, INC. <br />C TY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />^ As Recommended <br />^ As Amended <br />^ Ordinance on 1S' Reading <br />^ Ordinance on 2"d Reading <br />^ Implementing Resolution <br />^ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Authorize funding for the purchase of additional software, services, and <br />maintenance under the existing agreement with Compulink Management Center, <br />Inc. (agreement # A-2004-004) for the continued expansion of the Citywide <br />Laserfiche system in an amount not to exceed $240,000 for a three year <br />period. <br />DISCUSSION <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 <br />vendors, the Committee determined that Compulink Management Center's <br />Laserfiche solution provided the best approach for the City. Compulink <br />is the market leader in municipal government document management systems, <br />and its system has been installed at other cities in Orange County and <br />throughout the state and country. <br />Since its installation, the Laserfiche system has enhanced customer <br />service through increasing staff productivity by significantly reducing <br />document retrieval time and allowing simultaneous access to documents. <br />Further, the system has reduced storage space and enhanced the City's <br />record retention program. Since its initial implementation in the Clerk <br />of the Council office, the system has been expanded into the Police <br />Department, Treasury Division, and Public Works Agency. <br />25A-1 <br />