CCP 07-10-2006 - Laserfiche WebLink

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. On April 1111', City staff received a price quote from Cities Digital for the implementation and scanning of the City's historical documents, GIS maps, building plans, finaneial documents, City Council minutes/agendas, and other important documents that must be protected and saved by the City. The estimated cost for completing the entire document imaging project is $53,053.80, plus $5,000 for a high eapacity dedicated server. In 2005, the City budgeted $36,000 for beginning the document imaging process. This was primarily the cost for aequiring the software and cquipment, excluding labor eosts. Overall, the City has three options: I. Outsourcing; 2. In-housing Imaging; 3. Status Quo Outsoureing is estimated to cost $60,000; In-housing Imaging is estimated to eost $50,000; and Status Quo will cost nothing. The advantages of document imaging were previously diseussed. The cost difference between outsourcing and in-housing imaging is minimal when compared to risk of organizing the documents incorrectly and taking the existing staff resources away from their routine responsibilities. Also, by outsourcing, the year one project can be completed within a two week period. In 2006, staff reeommends spending approximately $40,000 on the implementation of this project. This would include the acquisition of integration software, limited hardware, training, and actual scanning of historical documents in the Community Development (Building & Plarming) Department. The documents included are maps, blue prints, planning cases, permits, etc... In 2007, City staff recommends the completion of the document imaging projeet by . budgeting $20,000 for scanning Finanee, City Council, and Election related doeuments. It should be noted that the 2006 Budget does not have any funds budgeted for this purpose. Funds werc budgeted in 2005; however, due to other pending priorities this projeet was not undertaken. There was a Council discussion about carrying over the funds into 2006. A Council deeision was made to amend the budget when the City is prepared implement this project. A Council action to proceed with this project would requirc a budget amendment to the general fund in the amount of $40,000. The remaining $20,000 will be budgeted in 2007. Reeommendation: Staffrecommends that the City Council authorize staff to utilize the serviees proposed by Cities Digital at an estimated total cost of $53,000 with an understanding that the project will be divided appropriately between the two fiscal years. Also, staff recommends amending the 2006 General Fund Budget in the amount of $40,000. . 3