1997 AGN APR 15 I23 - Laserfiche WebLink

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7 -7 OPTICAL IMAGING SYSTEM April 15, 1997 7 Page 2 "regular course of business" whether the original is in existence or not. It should be noted, I however, that under State Law the City Clerk must still keep bound Minute Books on archival paper. DISCUSSIQWANALYSIS At this time when a request is made by the public or other departments our research time is R approximately 30 to 45 minutes per request. This includes information search, locating J and retrieval of document and duplication. If a document is not in-house, as this office only keeps the current year and previous year, a trip will be required to Records Retention located at the Corporate Yards. This adds an additional hour which includes locating and J retrieval of document, duplication and trip time. In Spring of 1996, the City Clerk requested an appropriation within the 1996-1997 proposed budget dedicated to the goal of implementing an electronic Records Management Program. The appropriation was approved in the final budget. The City Clerk began to search for a system that would best fit the needs of the City. Through the City Clerk's professional affiliations with the Southern California City Clerks' Association and ARMA, International (Association of Records Managers and Administrators), staff have attended conferences and viewed demonstrations of imaging; software and systems particularly suited to the work of the City Clerk's Office and municipal records, preservation in general. Staff have made site visits to view the imaging systems of the City of Rialto and the City j of Upland. Staff organized several group site visits, which included representatives from different departments within the City and City Manager Freeman, to the City of Upland,, Office of the City Clerk. Sheryl Schroeder, City Clerk, City of Upland, was awarded the City Clerk's Association President's Award in recognition of commitment, performance, 7 and expertise in Records Management to the City of Upland from the International Institute of Municipal Clerks. The system that is in place is through Decision Management Company, Inc. (DMC) of Laguna Hills, CA. DMC conducted an in-house demonstration 17 with representatives from Electric, Fire, Police, Public Works, Water/Wastewater, Community Development, Library, Finance, Information Services,; Council Executive Assistant Flores, and Assistant, City Manager Parrish and the response was a positive one .. j with indications that this would be a valuable tool for use by other departments. DMC, Inc. is one of the firms who pioneered text and image management technology developing the first PC-based imaging system in 1986. DMC is a privately held California corporation which, since 1980, has provided consulting services, to government, and private ,. t. _