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 RAID System -- The RAID system has unlimited storage capacity, and displays 100% of the images 100% of the time. It allows multiple viewing of records, plus security for the retention of the records. Records are scanned onto a hard drive as well anon optical disk making permanent Write Once Read Many backup copies for archival storage. The existing system being utilized by the City Clerk's office will be able to be transferred to the RAID systema This means the records already scanned by the City Clerk's office will be made available now on the City's Network, for access by the licensed Departments. Utility Department's staff will review and organize all of the records to be scanned; however, implementation of the system will require that a worker be assigned to solely enter the data. It is requested that the Utility Department be authorized to hire a temporary, part-time employee to do the immediate scanning of the deeds and sewer lateral data retained in the City Clerk's office. In addition, several of the deeds and easements do not contain APN references. A person who can r translate metes and bounds descriptions to APN references is required. The APNreferences can also be done by a title company. Once this is accomplished, the information will be affixed to the City Clerk's permanent files and the GIS system for citywide access. With all of the City's property, including easements available on the RAID system the City will be able to provide all of the necessary information to a customer prior to obtaining a building permit and beginning construction. This will provide better customer service, and less chance for errors by either party. With the purchase of the RAID system, the implementation of Citywide access to the records already stored on the City Clerk's disks will be available after the images are transferred to RAID. The Utility Department will also purchase 15 Concurrent User Network Licenses and the City Clerk is recommending the distribution as follows: scan & search license for the Utility Department's document scanner (1) scan & search license for the Utility Department's GIS system 2. *(3) scanners & search licenses for the Departments listed below: A. Community Development B. Finance C. Public Works - 3. *(7) search licenses for the Departments listed below: A. Mayor and Council E B. City Manager C. Fire D. Police 4. Upgrade of City Clerk's scanning station. PAGE 3 OF 4