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City of Roseville Capital Investment Policy <br /> Exhibit A: Fiscal Note <br /> SAMPLE SUPPORTING DOCUMENTATION <br /> Project/Initiative Title: Document Archival & Retrieval System <br /> Department/Division: Central Services <br /> Estimated Up-Front Cost: $150,000 <br /> Estimated On-Going Cost: $38,000 - $42,700 (see below) <br /> Funding Source: Central Services Fund (Tax Levy Supported) <br /> Description: <br /> The City utilizes a variety of systems and procedures for archiving and retrieving stored documents. <br /> These documents are housed in a variety of locations including; on-site and off-site electronic file <br /> servers, third-party applications, departmental file cabinets, and others. In addition, documents are <br /> stored in a variety of formats include .pdf, TIFF, JPEG, and others. <br /> As a result, the process of archiving and retrieving documents is not only inefficient, but also <br /> potentially unreliable especially with documents that are required to be retained for a defined period <br /> of time. A centralized, standardized document system based on statutory storage requirements is <br /> necessary to address these issues. <br /> The importance of a successfully-designed archival and retrieval capability is referenced in Section <br /> 7 of the City of Roseville Business Continuity Plan. The proposed purchase will fulfill this objective. <br /> 5-Year Financial Pro Forma: <br /> The proposed System features a combination of on-site and off-site backup physical storage area <br /> networks(SAN)and software licensing; and will include an up-front commitment of$150,000. The <br /> following table identifies the on-going operational costs which will require additional tax levy or <br /> other sources. <br /> Revenues 2019 2020 2021 2022 2023 <br /> Property Tax $ - $ - $ - $ - $ - <br /> Intergovernmental - - - - - <br /> Licenses &Permits - - - - - <br /> Other:Tower Rentals 38,000 39,100 40,300 41,500 42,700 <br /> Total $ 38,000 $ 39,100 $40,300 $41,500 $ 42,700 <br /> Expenditures 2019 2020 2021 2022 2023 <br /> Personnel $ - $ - $ - $ - $ - <br /> Operating&Maintenance - - - - - <br /> Depreciation (Cost-Recovery) 28,000 28,800 29,700 30,600 31,500 <br /> Other: Software Licensing $ 10,000 $ 10,300 $ 10,600 $ 10,900 $ 11,200 <br /> Land/Property Acquisition - - - - - <br /> Vehicles &Equipment - - - - - <br /> Total $ 38,000 $ 39,100 $40,300 $ 41,500 $42,700 <br />