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ARDEN HILLS CITY COUNCIL - JULY 10, 2006 8 . E. Document Imaging Update Mr. Siddiqui stated the City had been exploring document imaging options for a number of years. Up until recently, the option explored was to purchase high speed imaging equipment and software and to perform all activities in-house by hiring temporary help. This methodology would involve staff researching the process of imaging, learning how best to organize the material in the system, training the temporary person, and supervising the person to ensure quality is being maintained. Staff conservatively estimates this approach to take about six months by hiring one temporary person and assigning an "expert" staff person to oversee fue entire process. Staff was estimating hiring a temporary person at a cost of $15,000 to $20,000. The supervision and oversight function by a City employee would take that individual away from their routine responsibilities. In addition to these issues, the maintenance and obsolescence of the equipment also poses a challenge. He indicated over the past couple of years, a number of businesses have emerged that would take all the historical documents offsite, organize, image, and convert the images on a CD ROM to copy onto the network. He summarized the advantages of document imaging for the Council. He stated staff has met with one of these companies, Cities Digital, to discuss the City's document imaging needs. He indicated before the City of Arden Hills could begin utilizing the document imaging system, the City would have to purchase additional storage capacity, which could be purchased for under $5,000.00. . He stated staff had received a price quote from Cities Digital for the implementation and scanning of the City's historical documents, GIS maps, building plans, financial documents, City Council minutes agenda, and other important document, that must be protected and saved by the City. The estimated cost for completing the entire document imaging project was $53,053.80, plus $5,000 for a high capacity dedicated server. In 2005, the City budgeted $36,000 for beginning the document imaging process. This was primarily the cost for acquiring the software and equipment, excluding labor costs. He noted overall the City had three options: Outsourcing, in-house imaging, or status quo. Outsourcing was estimated to cost $60,000; in-house imaging was estimated to cost $50,000; and status quo would cost nothing. He stated the cost difference between outsourcing and in-house imaging was minimal compared to the risk of organizing the documents incorrectly and taking the existing staff resources away from their routine responsibilities. Also, by outsourcing, the first year of the project it could be completed within a shorter time period. In 2006, staff recommends spending approximately $40,000 on the implementation of this project. In 2007, City staff recommends the completion of the document imaging project by budgeting $20,000 for scanning Finance, City Council, and Election related documents. .