1999 AGN APR 20 I07 - Laserfiche WebLink

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CITY OF COLTON - AGENDA REPORT For the Council Meeting of April 20, 1999 TO: HONORABLE MAYOR AND CITY C NCIL APPROVAL: HENRY T. GARCIA, CITY MANAGE FROM: THOMAS K. CLARKE, UTILITY DIRE TOR and CAROLINA P. BARRERA, CITY CLERKJj SUBJECT: APPROVAL OF SOLE SOURCE, DECISION MANAGEMENT COMPANY INC., TO PURCHASE QUESTYS TEXT AND IMAGE MANAGEMENT SYSTEM IN THE AMOUNT OF $92,781 DATE: APRIL 5, 1999 BACKGROUND: The steady growth of the City has dictated the growth of the Utility Department's records. Whether the Utility Department is responding to an emergency of major proportions or addressing a daily problem, the Utility Department must conduct intense research for highly technical information. It is imperative, therefore, that the Utility Department maintain immediate access, at all times of the day or night, to all of its pertinent records, more particularly, to the plans and specifications and contract information for the Electric, Water and Wastewater Systems. The Utility Department has attempted to keep control of its paperwork but with space at a premium, and in compliance with the City's record retention policy, it has submitted, over the years, important records to the City Clerk, for safekeeping and optical imaging. The City Clerk keeps all records under lock and key to provide integrity to the chain of custody of all records entrusted to her. The Utility Department has limited access to its records. The City Clerk has willingly provided access during the business day but when the Utility Department is faced with an after-hours emergency, the records are unavailable. F, At this time the City Clerk is the only department with a scanner. The City Clerk is scanning the City Council's agendas, minutes, resolutions and ordinances from 1995 to the present, and the plan is to continue scanning all of the same type of documents for the past decades, until completed. Concomitantly, the City Clerk is re -organizing all records for all departments in the Record Retention area, approximately 3,000 boxes. With the present schedule, It will be several years before the Utility Department records will be scanned and available on disk. This delay is due to time, equipment and �y staffing limitations. DISCUSSION/ANALYSIS: The ability to retrieve information from its records, in a timely manner, will assist the Utility Department in preventing unnecessary delays in emergency situations. The Utility Department investigated the City Clerk's optical imaging system and met with representatives of Decision Management Company, Inc. In its move to implement a paperless and efficient system, the Utility Department proposes to "piggy -back" on the existing contract with Decision Management Company, Inc., designated the sole source provider. PAGE 1 OF 4 _ Ttar" 44 7