Agenda Packets - 2018/03/26 - Laserfiche WebLink

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Zuercher — County wide police records management system we are committed to using. Permit Works — Robust software for issuance and management of all types of permits and licensing. Interfaces with Laserfiche allowing related documents to be viewed. Permit works will do Code Enforcement but would need to purchase the module at $5,000 and it would increase our annual service agreement another $1,500. Comcate —Adequate software package custom for code enforcement but does not interface with Laserfiche. Jacob minimizes using this and whenever possible, uses Permit Works. Issues/Goals: There are several issues that need to be addressed in addition to maximizing space here at city hall. These include a systematic records filing, retention and most importantly, retrieval method. Laserfiche has the capability to do this, however, the system was only partially implemented. To function properly, a master file system needs to be created, scanners need to be acquired, and training has to occur. The only department utilizing Laserfiche to any extent is Community Development. OPG3 is the local vendor for Laserfiche and scanners. We asked them to visit with us in January to get an understanding of the product and its capabilities. They followed up that visit with a half day, on-site assessment of our implementation. They spent 30 to 45 minutes in each department and have provided an analysis of what should be done to fully implement and take advantage of the product. Their recommendations include; • Contracting with them to building a file structure and template system • Purchase of several scanners • Training Fiscal Impacts: Hardware Scanners —while our copiers can function as scanners, they scan at 300 to 600 dpi as compared to 1200 dpi for scanners. As the can converts to a digital image, distortion occurs and makes readability more challenging. This is especially true for any image or handwriting. A low volume scanner, which would suffice for nearly every department costs just under $1,000. The Bethlehem Baptist Church donation provides funding to purchase 2 of these. A high capacity/high volume scanner costs from $3,000 to $20,000. Our esteemed Police Chief, via his acumen in obtaining equipment at low prices, has secured a sufficient model for $500 including shipping. This scanner will require a dedicated computer, which will come from our transition stock, but will add a small increase in our annual maintenance fee. In combination with the BBC donation, this will suffice our scanner needs for now. Eventually we will need two more scanners, one for 11x17 and at some point a large (36" wide for all our blue prints or other large size documents). Consultant Fees: