1997 AGN APR 15 I23 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF APRIL 15,1997 TO: HONORABLE MAYOR &CITY COUNCIL FROM: CAROLINA P. BARRERA, CITY CLERK V SUBJECT: APPROVAL OF CONTRACT TO DECISION MANAGEMENT COMPANY, INC. FOR AN AUTOMATED ELECTRONIC RECORDSMANAGEMENT/OPTICAL IMAGING SYSTEM PROJECT FOR THE CITY CLERK'S OFFICE IN THE AMOUNT OF $30,372.71. DATE: APRIL 9, 1997 BACKGROUND Although the recent computer explosion has been looked at as the path to a paperless office, computers and government in practice have served to create enormous volumes of new paper. The leader in the field of paper creation is government, although today's global businesses generate in excess of 500 million documents daily. This figure is expected to double by the end of 1997. A long teen goal for the City Clerk has been the implementation of an electronic Records Management System to control the volume of paper generated in the agenda process. Since the administration of former City Clerk Helen A. Ramos, staff have been looking at and gathering information on optical imaging systems. Of great concern has been the integrity of original City records (Council minutes, ordinances and resolutions), which have been designated by the Government Code as permanent documents which must be retained. Other concerns are the duplication of historic records in the event of a catastrophe, and maintaining office space for paper documents with no further retention value. Finally, until recently there have been questions as to whether an original "paper" record could be destroyed prior to the time it was required to be kept pursuant to the procedure for the destruction of same under the Government Code Section 34000, et sea., and whether a court of law would recognize such an optically produced copy as the "original." In 1989, California enacted the Municipal Optical Disk Law (Government Code Section 34090.5) which basically provides that any record; -paper or document recorded on optical disk shall - be deemed to be an original record and a certified copy of any reproduction of such optical disk recorded record, paper or document shall be deemed to be a certified copy thereof. Additionally, before any such original document is destroyed, the City Clerk will develop a policy governing such optical disk records as part of our Citywide Records Management Program, so that we may prove to a court of law that such copies were created in the Item No. 23