Agenda Packets - 2018/03/26 - Laserfiche WebLink

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MOUNDISIUVWEW of Mounds View Staff R Item No: 08C Meeting Date: March 26, 2018 Type of Business: CB Administrator Review: From: Administrator Zikmund To: Honorable Mayor Mueller and Council Date: March 26, 2018 Re: Resolution 8930, Records/Data Retention, Authorizing up to $10,455 from Special Projects Fund to facilitate implementation. Background: All are aware of the basement being utilized as our data/storage records room and the effort to update, clean, and organize for the dual purpose of efficient use of space and efficient data retrieval. By resolution the Council adopted the State of MN Records Retention schedule that provides exacting specifications of files, by type (human resources, contracts, finance) for retention duration periods. Additionally, the schedule provides exacting definitions of what is public (can go into the recycle bin) versus what is private — needs shredding. Over the past two months we have sent 192 boxes to the shredding contractor and have recycled another 40 more with up to another 20 to 30 ready to go in the recycle bin. Data Record/Storage Systems: • Paper files from 1954 to present for all departments. • Microfilm and Microfiche files from 1960 to 1990's for all departments except PD. • Laserfiche from 2010 to present for Address (sans Public Works) and Community Development. • Zuercher for PD from 2010 to present. • Permit Works —1999 to Present. All permitting and licensing is done in this system. • ComCate - Code Enforcement — 2009 to Present System Uses/Capabilities/Limitations: Paper files — Original documents for most records that are bulky to store and data retrieval very cumbersome. Microfilm/Microfiche — Condense large amounts of data into very small space, expensive machinery required to operate, quality is adequate but not desirable. Retrieving data very cumbersome. Laserfiche — Robust data storage system that works off scans or file transfer. Can house all city records except PD which must be separated. Initial cost to create file structure and purchase scanners but once done, low cost to maintain. Excellent for retrieval of data and windows based so can retrieve from any point where internet access is available.