1999 AGN APR 20 I07 - Laserfiche WebLink

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CITY OF COLTON' AGENDA REPORT FOR THE MEETING OF APRIL 20, 1999 SUBJECT: REQUEST TO PURCHASE QUESTYS TEXT AND IMAGE MANAGEMENT SYSTEM J This is PHASE 11 of the three part program that City Council initiated when it approved the Optical) Imaging System requested by the City Clerk and now in operation in the City Clerk's Office. With thf' minutes, resolution and ordinances now scanned, the City Clerk has been able to retrieve information. J at an instant. additionally, she has made the information available to the public through a computer station that was set up for that specific purpose. PHASE 11 will now link a number of the City's Departments, including the Mayor/Council Office to the,_, same system whereby these City Departments can retrieve scanned information at an instant J Beyond that, the Designated departments — Community Development, Finance Department ano- Public Works Department - will now have the capability to scan pertinent paperwork to disk so that, the information is available in an instant through their computers. With some records it will bE possible to destroy paperwork after two years and this will begin to alleviate space problems. Acknowledging her expertise with the Optical Imaging system, it has been mutually agreed by the City Manager, the Utility Director and the Department Heads involved that City Clerk Carolina Barrera will be responsible for the followinq: > Developing the City's policy for its optical imaging system > Implementing and overseeing the installation of the system > The assignment of scanners > The training of key personnel for Designated Departments > For evaluating and monitoring information to be scanned and archived. The Utility Department proposes to purchase a RAID (Redundant Array of Independent Disks)— system instead of the previously approved, but not purchased, Jukebox systema Both systems are described below. Decision Management Company, Inc. will provide all of the necessary technicah support for the RAID system and for compatibility, it will convert all of the City Clerk's scanned-' records to the RAID system. The justification is as follows: Juke -Box Systern-- - A standard Jukebox contains only 16 two-sided disks. It can only display from one side of one disk at a time. This limits the access of 'information to one person, one disk, at a time. For example, if an employee in Community Development was viewing documents that were on one disk and a Utility Department employee attempted to view documents that were stored in a different disk, the Utility Department employee would have to wait until the first employee was finished with their search before the system would display their request. This F. problem compounds with each additional employee adding to the search, and it is possible to freeze the system by too many persons wanting access to it. In addition, 16 two-sided disks would not be sufficient disk space for all of the records that need to be made available to employees, whereas a RAID system is field -expandable when additional space is needed. Jukebox storage is already outdated, and would not be sufficient for the City to convert to a paperless system. PAGE 2 OF 4 _