Laserfiche WebLink
Document Management System Upgrade and Maintenance <br />June 17, 2014 <br />Page 2 <br />access to related business documents and engineering drawings from the corresponding <br />business application systems. <br />In an effort to implement strategies within the Strategic Plan & follow guiding principles, such as <br />innovation & efficiency, the Finance & Management Services Agency strives to promote a <br />paperless environment and use technology to improve business processes. City departments <br />have experienced greater operational efficiency and improved customer service in the area of <br />document management. In addition, the system has also reduced physical document storage <br />space requirements and enhanced the City's records retention program. <br />Staff recommends upgrading the Laserfiche systems at City Hall to the Laserfiche Rio product <br />providing new features including workflow, forms, digital signatures, mobile apps, and enhanced <br />web browser access. Laserfiche Rio will provide tools to implement City Strategic Plan goals <br />involving innovation and efficiency by automating laborious and time - consuming business <br />processes, reducing processing time, adding control, and improving service delivery. The <br />agreement provides for annual software maintenance and support as well as scanning services <br />to continue the backfile scanning of the former Fire Department records that the City is <br />responsible for and scanning of other City records. <br />A Governance Committee has been formed to provide high -level guidance and direction to the <br />City's document management I business processes and to address related city strategic plan <br />goals. Projects that are currently on the list to review are: <br />• Public Records Act Requests <br />• RFCAICouncil Agenda Process <br />• Contracts Management <br />• Service Requests <br />FISCAL IMPACT <br />Funds are available in the Contract Services account (no. 10910145- 62300, $257,688) of the <br />Information Systems Strategic Plan Misc., and Computer Software account (no. 10910145- <br />66510, $122,221); Police Department Computer Systems (no. 01114425 - 62300, $93,531); and <br />Inmate Welfare Fund account (no. 02314475 - 62300, $11,560). <br />Carlos Rojas <br />Chief of Police <br />Police Department <br />APPROVED AS TO FUNDS AND ACCOUNTS: <br />Francisco Gutierrez SiZ <br />Executive Director <br />Finance and Management Services Agencyr <br />1 <br />Exhibit 1: Laserfiche Enterprise Software License and Professional Services Agreement <br />25E -2 <br />