CCP 07-10-2006 - Laserfiche WebLink

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. It provides the opportunity to seek information electronically. This could be searching . infonnation on property records, permits, variances, plans, reports, financial reeords, Council minutes/actions, etc. . Information can be stored eleetronieally on the network; there is no eoncem about the physieal destruction ofthe source documents either intentional or unintentional. o City Hall has limited storage spaee. Currently, the City has two basement rooms filled with historical doeuments. The need for physical storage space increases every year. Overview On April 5th, City staff met with Patrick Welsch of Cities Digital to diseuss the City of Arden Hills document imagining needs. Cities Digital is a certified Laser fiche vendor for the metropolitan area. Cities Digital is currently working with the Cities of Roseville, Oakdale, North Branch, Centennial, New Hope, Faribault, Albert Lea, St. Paul Poliee Department, and the League of Minnesota Cities in providing their document imaging services. At this time, the City of Roseville IT Department has invested roughly $75,000 in laser fiche software and licenses. The Cities of Roseville and Oakdale are currently utilizing the laser fiche software that is being offered by the Roseville IT Department. If the City of Arden Hills would agree to partieipate in the City of Roseville's documenting imaging services the monthly cost would be roughly $10.00 per user. We are estimating between ten and fifteen users for the document imaging serviees at City hall. In the future, the cost for document imagining through the City of Roseville may increase due to software upgrades, improved software features, and replacement equipment. The improvement eosts are expected to be reduced or minimized as . more communities begin to utilize the document imaging services being offered by the City of Roseville. Before the City of Arden Hills could begin utilizing the document imaging system, the City would have to purchase additional storage capacity. According to the City of Roseville IT Department the City would need to purchase a 500 GB server. A server of this size can be purchascd for under $5,000.00. In the future, the Roseville IT user groups will begin looking at storage area needs for the network server in order to address long term and permanent storage needs involving laser fiche documents. Overview of the Proposal Since the City of Arden Hills currently has an agreement with the City of Roseville for IT services, City staff consider the proposal submitted by Cities Digital a service contract. In the past, Cities Digital has worked with the Cities of Roseville and Oakdale in setting-up their document imaging software and programs. Cities Digital also has first hand knowledge of the computer system currently being operated by the City of Roseville. Sincc the City of Arden Hills contracts with the City of Roseville for IT services, it would be advantageous for the City to share the same vendor for document imaging services. Also, the City of Roseville currently has the document imaging software and licensing available for the City of Arden Hills to utilize the document imaging software eurrently being provided by Cities Digital. . 2