Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />May 2, 2011 <br />TITLE: <br />CONTRACT RENEWAL WITH COMPULINK <br />MANAGEMENT CENTER, INC. FOR <br />DOCUMENT MANAGEMENT SYSTEM <br />MAINTENANCE (A-2004-004) <br />r <br />(,±-CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />? As Recommended <br />? As Amended <br />? Ordinance on 151 Reading <br />? Ordinance on 2nd Reading <br />? Implementing Resolution <br />? Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Authorize renewal of current agreement no. A-2004-004 with Compulink Management Center, <br />Inc. for maintenance, software and service for the Laserfiche Document Management system in <br />an estimated annual amount of $85,000 not to exceed $255,000 over a three-year period. <br />DISCUSSION <br />In 2002, after a study of the City's document imaging needs and evaluation of technology <br />solutions and a Staff recommendation, the City Council authorized the execution of an agreement <br />with Compulink Management Center, Inc., for the implementation of the Laserfiche document <br />management system. Compulink is the market leader in municipal government document <br />management systems. Its system is in use at other Orange County cities and throughout the <br />state and country. <br />The system allows Staff to electronically store, index, process, and retrieve pertinent City records <br />in document repositories. It is in use in the Clerk of the Council's Office, Finance and <br />Management Services Agency, Public Works Agency, Community Development Agency, <br />Housing Authority, Planning and Building Agency, and Police Department. The system is <br />integrated with the City's financial, municipal utility services, business license tax, dog license, <br />and GIS systems allowing access to related business documents and engineering drawings from <br />the corresponding business application systems. <br />Staff has experienced greater operational efficiency and customers improved service by <br />significant reduced document and drawing retrieval time. The system has also reduced physical <br />document storage space requirements and enhanced the City's records retention program. <br />251-1