Agenda Packets - 2006/12/11 - Laserfiche WebLink

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Mounds View City Council November 13, 2006 Regular Meeting Page 9 1 Mayor Marty indicated that Council has been talking about capturing records for years and now 2 is the time to bring things up to standard. He then said that if this is spread out over three years 3 the costs could go up so he would recommend moving forward with this based on the two year 4 implementation schedule. 5 6 Mayor Marty questioned whether one person would be doing the scanning or if this is something 7 that would be rotated to more than one staff member. He then asked whether part time help 8 would be appropriate to assist with this project and take some of the load off of existing Staff. 9 10 Director Ericson indicated that the primary responsibility of scanning the documents would fall 11 to Cities Digital as the proposal is that they would take the existing documentation so there 12 would not be boxes of documents that one person would have to sort through on a daily basis. 13 He then said that Staff could make the determination of the staffing needs for this project as time 14 goes on. 15 16 Mayor Marty asked how this would be protected from hacking into the system and viewing 17 documents that are not public information. 18 19 Director Ericson indicated that certain staff members do not have access to all of the data of the 20 City. He then explained how the documents will be protected. 21 22 Finance Director Beer added that security clearance is required for working at home and there are 23 protections in place to keep the documentation safe. 24 25 Council Member Stigney asked if Cities Digital will provide a permanent backup storage of this 26 information or if the City would do that. 27 28 Director Ericson indicated that they would turn it back to the City to determine how to store the 29 source documents. 30 31 Finance Director Beer explained that the documents are backed up through Roseville’s system to 32 four different locations and it is possible to put a copy in the safety deposit box. He then said 33 that Staff will consider what documents to keep and which to destroy to be approved by the 34 Council. 35 36 MOTION/SECOND: Gunn/Thomas. To Waive the Reading and Approve Resolution 6960, 37 Authorizing Contract with Cities Digital for Document Imaging System as Amended in the Title. 38 39 Ayes – 5 Nays – 0 Motion carried. 40 41 8. CONSENT AGENDA 42 43 A. License for Approval 44