1997 AGN APR 15 I23 - Laserfiche WebLink

Browse Search

OPTICAL IMAGING SYSTEM April 15, 1997 Page 4 ALTERNATIVES 1. Microfilm the documents. The initial cash outlay to microfilm may be less than the purchase of a document imaging system. However, this alternative would prove to be much more costly in the long run due to the much longer time necessary for retrieval, the inability to retrieve by any word(s) or subject(s) on the document. The images from film are not as clear (legible) as those that have been scanned, the retrieval of film images is not as user friendly as retrieval from the imaging system and only one user at a time can view the film. We are proposing to purchase a three user imaging system so that there can be three people searching for documents at the same time. 2. Do nothing at this time. This of course, doesn't reduce the volume of storage cabinets we are using and doesn't provide for back up copies to be stored off site in the event of a natural disaster. ENVIRONEMNTAL.IMPACT There is no impact on the environment. The imaging system computers and hardware use standard 110 volt receptacles and do not require any special temperature conditions other than what is normal for human working conditions. FINANCIAL IMPACT The Office of the City Clerk has sufficient budgeted funds with monies in the Imaging Service Account and the Elections Expense Account for a stand-alone system for this office. All invoices for elections have been paid for Fiscal Year 1996-97 and no other expenses are anticipated. RECOMMENDATION The Office of the City Clerk decided to take advantage of the provision under the City's Purchasing Ordinance, which allows this agency to "piggyback" on negotiated contracts with other government entities and obtain equipment from a vendor who has met the requirements of the bid process with other government entities. " tit of.the €ellew*qg- Purchase of the Questys Text and Image Management System through Decision Management Inc] for $30,372.71 to include a budget adjustment of $10,372.71 from the Elections Expense Account. This purchase is authorized under the Purchasing Ordinance due to the County of Butte's recent purchase through the bidding procedures. Attachments: 2