HomeMy WebLinkAbout25F - DOCUMENT MANMAGEMENT SYSTEM 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.
Document Management System with
Compulink Management Center
January 5, 2004
Page 2
FISCAL IMPACT
Funds are available in the Citywide Information Services Strategic Plan
(account no. 109-600-6661).
APPROVED AS TO FUNDS AND ACCOUNTS:
Executi~ Director
Finance/and Mgmt. Services Agency
25.F. Page 50