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Attachment A <br />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 $150,000. The <br />following table identifies the on-going operational costs which will require additional tax levy or <br />other sources. <br />Revenues <br />20192020202120222023 <br />Property Tax$ - $ - $ - $ - $ - <br />Intergovernmental - - - - - <br />Licenses & Permits - - - - - <br />Other: Tower Rentals 38,000 39,100 41,50040,300 42,700 <br />Total38,000$ $ 39,100$ 41,50040,300$ 42,700$ <br />Expenditures <br />20192020202120222023 <br />Personnel$ - $ - $ - $ - $ - <br />Operating & Maintenance - - - - - <br />Depreciation (Cost-Recovery)28,000 28,800 30,60029,700 31,500 <br />Other: Software Licensing10,000$ $ 10,300$ 10,90010,600$ 11,200$ <br />Land/Property Acquisition - - - - - <br />Vehicles & Equipment - - - - - <br />Total38,000$ $ 39,100$ 41,50040,300$ 42,700$ <br /> <br /> <br /> <br />Page 6 of 8 <br /> <br />