Laserfiche WebLink
STAFF REPORT <br />TO:Mayor Keis and Members of the City Council <br />FROM:Heidi Heller, City Clerk <br />DATE:December 18, 2019 <br />RE:Document Scanning <br />ACTION TO BE CONSIDERED: <br />Motion to approve hiring Indigital, Inc. to scan city files at a cost not to exceed $40,000. <br />BACKGROUND: <br />One of the Council’s adopted Strategic Planning goals is to Create Operational Efficiency and <br />complete e-records conversion. Moving away from paper files and scanning existing files, in <br />particular the address files, is one of the biggest steps to modernizing files and creating <br />efficiencies at city hall. The address files contain all permits issued, planning cases and any <br />other documents that are specific to every address in the city. Staff is accessing these files that <br />are stored in the basement on a daily basis. <br />Staff has received quotes from two companies who specialize in document scanning and <br />conversion: Indigital, Inc. and EO Johnson. Both quotes are based on best estimates since the <br />exact number of papers and amount of preparation work in the 19 files cabinets is unknown. <br />Staff will be going through all of the files prior to sending them for scanning to remove <br />unneeded documents and prep for scanning (remove staples, unfold papers, etc.). By doing this, <br />staff estimates that the quoted cost will be reduced by a minimum of 20%. <br />Quotes for 86 drawers, file destruction and logistics: <br />Indigital = $41,213 <br />EO Johnson = $49,596 <br />Staff has previous experience with Indigital and was very satisfied with their work. The 2019 <br />revenue for building permits was much higher than budgeted, so these funds will be carried over <br />to 2020 to be used for document scanning. Staff will track the accumulating cost as the address <br />files are scanned and not exceed the budgeted total of $40,000. <br />STAFF RECOMMENDATION: <br />Staff recommends the Council approve hiring Indigital, Inc. to scan city files, beginning with <br />the address files, up to a maximum cost of $40,000.