Agenda Packets - 2018/03/26 - Laserfiche WebLink

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The price to set up the file structure and templates is available a' la carte or by subscription. Both are based on hourly rates with a range from $150 to $175 per hour. The more hours you commit to, the lower the hourly rate. They provided an estimate for each department: Finance 12 Hours HR 16 Hours Community Development 14 Hours Administration 17 Hours Public Works 29 Hours PD 5 Hours Total 93 Hours 93 @ $150 =$13,950 93 @ $175 = $16,275 or $2,325 more Labor: There remains a large volume of data that needs to be scanned, but once scanned, can be disposed of and more importantly, improve the ability to retrieve the data. This can be done over time utilizing part time temporary help and/or — if the opportunity presents itself — interns. A very rough estimate of scanning time is at least 300 hours and upwards of 1,000 hours. At $15 per hour this is $4,500 to $30,000. Total Costs: Two additional Scanners = $2,000 Consultant Cost $14,000 to $18,500 Labor = $4,500 to $30,000 Total = $20,500 to $50,000 Benefits: The current system of filing, record/data storage and retrieval is inconsistent and retrieval is cumbersome. A system built on Laserfiche templates not only makes it possible for staff to retrieve, but using the templates — which includes metadata; citizens can search the files via the internet for any public document related to their property or any public meeting record. Additionally, we no longer are required to keep all but a few original paper documents thereby providing a permanent solution to the volumes of data and records kept. Options: Option 1— Purchase two scanners using BBC money, assign one to HR and the other to PD. The high volume scanner we purchased for $100 can be assigned to Administration. This leaves Finance and Public Works. Hire OPG3 to lay out the file structure for HR and Administration at 33 hours at a rate of $165 per their schedule for a total cost of $5,445. Using these two departments, see if we can build the rest of the file structure and templates in-house. Allocate up to $5,000 for part time help for the remainder of the year to scan items already filed for total cost of $10,445.