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