SR-101-003-04-07~_ . .
~ ~;~y of City Council Report
Santa Monica~
City Council Meeting: April 25, 2006
Agenda Item: ~
To: Mayor and City Council
From: Jory Wolf, CIO
Subject: Imaging and Content Management System Purchase
Recommended Action
It is recommended that the City Council authorize the City Manager to negotiate and
execute a contract with Laserfiche for the purchase of an Imaging and Content
Management System.
Executive Summary
Since 1989, City staff have used FileNet's Image Services and Content Services
Systems to store and retrieve electronic images of police reports and citations, building
permits, City Council documents and engineering drawings. Now, on the cusp of
making significant additions to these image and document repbsitories, the City needs a
more efficient means of capturing, storing and providing public access to this content.
LaserFiche's solution is tailored for local government and will easily and economically
enable public access via the City's website. Total cost of this project, including software
licenses and services, will not exceed $120,000.
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Backqround
Until recently, FileNet's systems have met the City's basic needs, which have been
exclusively limited to storing, viewing and printing images and documents for staff, use
only. Currently, the Police Department, Planning and Community Devefopment
(Building and Safety), City Clerk and EPWM (Engineering) use FileNet systems.
Adding new department applications - or uses - however, is problematic and expensive,
as each customization requires professional services expenditures. In addition, the cost
of adding software licenses to publish these images and documents is prohibitive under
FileNet's licensing model.
In the past few years, new technologies have emerged which facilitate both the
publication of these images and documents and the specific management of their
retention. Advanced audit trail functionality - also now available - satisfies recently
imposed public safety needs for tracking a document's history. These advances,
coupled with several large-scale, in-progress City imaging conversion projects
(converting paper to digital form), pressed the need to search the marketplace for a new
technology solution.
Contractor/Consultant Selection
An RFP was released to identify appropriate solutions for the City's specific imaging and
content management needs. An evaluation committee representing the four principal
user departments was then formed to evaluate responding vendors' proposals. Of the
proposals received, Laserfiche's met the City's strict technical requirements while
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offering an inexpensive model for both internal system expansion and public access to
select City images and documents. Laserfiche offers a robust records management
utility that applies firm security and audit controls to all content, thereby satisfying public
safety retention requirements. Laserfiche will also provide services to convert the City's
existing FileNet content.
Budqet/Financial Impact
Funds for the purchase are available in P10769.589000 ($60,000) and 21304.588030
($60,000). Ongoing annual software maintenance costs (for years 2-x) of $11,060 will
be charged to 01223.533580.
Prepared by: David Yeskel, Systems Analyst
Approved:
Forwarded to Council:
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