12-19-2007 Council Agenda - Laserfiche WebLink

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Way . ,. S'z'/ ernata 515 Little Canada Roacl, Little Canada, MN 55117 -1600 (651) 766 -4029 / FAX: (651) 766 -4048 www.cilittle-canada.mn.us MEMORANDUM TO: Mayor Blesener and Members of the City Council FROM: Shelly Rueckert, Finance Director DATE: December 12, 2007 RE: Copier Purchase MAYOR Bill Blesener COUNCIL Rick Montour Barbara Allan John Keis Michael McGraw ADMINISTRATOR Joel R. Hanson As you know, we have scheduled the replacement of the copier for 2007. We have looked at various brands of copiers and talked to direct vendors and VAR's. Staff has determined that the Cannon Image Runner product would best fit our needs. Other products specifically reviewed included Richo and Sharp copiers. These were ruled out for functionality issues. The Richo product was more expensive than the Cannon, while the Sharp product was anticipated to be the least expensive. With this technology upgrade, we will be moving towards the electronic assembly of agenda packets. This type of assembly will allow us to make the entire agenda packet available on our Web site and allow it to be emailed in a complete form. Secondly, a new copier gives us the scanning capability which will be needed for a document management program. We are also reviewing adding Laserfiche as our document retrieval program. Roseville's IT Group currently provides Laserfiche to several other Metro I -Net member cities. This will require the purchase of a storage server for approximately $4,000 to $5,000. Our current priority, however, will be the agenda packet assembly. Cannon provides an inexpensive software program that allows us to accomplish the electronic assembly. If the Laserfiche program proves only to be effective as a document storage /retrieval system, we will recommend moving forward with the purchase of the Cannon software. If the Laserfiche software can provide similar functionality, we will not require the Cannon software. At this time, staff is recommending the Council approve the acquisition of the Cannon Image Runner for $15,877.02.