HomeMy WebLinkAbout25K - DOCUMENT MANAGEMENT SYSTEM MAINTENANCE
CITY COUNCIL MEETING DATE:
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REQUEST FOR
COUNCIL ACTION
CLERK OF COUNCIL USE ONLY:
JUNE 6, 2005
TITLE:
APPROVED
o As Recommended
o As Amended
o Ordinance on 15t Reading
o Ordinance on 2nd Reading
o Implementing Resolution
o Set Public Hearing For
DOCUMENT MANAGEMENT SYSTEM
MAINTENANCE AND EXPANSION
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CONTINUED TO
FILE NUMBER
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
Management Center, Inc. to implement a Laserfiche document management
system in the Public Works Agency in an amount not to exceed $145,000, and
for maintenance of the City's Laserfiche systems for a one year period in
an amount not to exceed $48,000 with a provision for two one-year renewals
not to increase by more than five percent annually.
DISCUSSION
In 2001, a Document Imaging Steering Committee was formed to develop
standards, policies, and processes and to provide direction to the City's
implementation of the evolving document imaging technology. At that time,
the Committee recommended the implementation of a pilot project in the
Clerk of the Council Office to develop best practices and standards that
could be applied to other departments. After conducting an evaluation of
various alternatives, and reviewing three proposals received from vendors,
the Committee determined that Compulink Management Center's Laserfiche
solution provided the best approach for the City. Compulink is the market
leader in municipal government document management systems, and its system
has been installed at other cities in Orange County and throughout the
state.
Since its installation, the Laserfiche system has enhanced customer service
through increasing staff producti vi ty by significantly reducing document
retrieval time and allowing simultaneous document access. Further, the
system has reduced storage space and enhanced the City's record retention
25K-1
Document Management System Maintenance and Expansion
June 6, 2005
Page 2
program. Since its initial implementation in the Clerk of the Council's
Office, the system has been expanded into the Police Department and the
Treasury Division operations. The subject recommended action is to expand
the use of this technology to the Public Works Agency and to provide for
continued maintenance of the existing Laserfiche systems.
FISCAL IMPACT
Funds are available in various accounts In both the user departments and
the Technology Strategic Plan Fund.
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Francisco Gutierrez
Executive Director
Finance and Mgmt. Services Agency
Concur:
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Paul M. Walters
Chief of Police
Police Department
25K-2