HomeMy WebLinkAbout6.e. Purchase of Document Retention SoftwareAGENDA ITEM: Purchase of Document Retention
Software
AGENDA SECTION:
Consent Agenda
PREPARED BY: Amy Domeier, City Clerk
Mike Kasel, GIS Coordinator
AGENDA NO. Ca'
ATTACHMENTS: 5 Year Document Retention Software
Cost Analysis
APPROVED BY:
OW
RECOMMENDED ACTION: Motion to authorize City Clerk to enter into an agreement with
Crabtree Companies for the purchase of new document retention software.
4 ROSEMOUNT
CITY COUNCIL
City Council Regular Meeting: June 16, 2009
EXECUTIVE SUMMARY
ISSUE
Staff evaluated current document retention process needs and planned for future City needs in
determining a solution for moving forward. To advance the City's current document management
system, a number of upgrades would have to be purchased. Staff compared the current City software,
Docuware, to Laserfiche, software commonly used by cities and counties use for document retention
and retrieval.
At the April 15, 2009 City Council Work Session staff explained the differences between the current
software and the proposed software. Staff explained that the Laserfiche software had easier search,
navigation, scanning and administration features. The Laserfiche software could also integrate with
other software that is currently used by departments. To continue with the current software vendor
would require multiple upgrades and even with those upgrades the software could not integrate with
City software. Because staff only compared two Laserfiche quotes to the cost of the current system,
the City Council directed staff to obtain another quote from a Laserfiche vendor.
SUMMARY
Staff solicited three quotes for the Laserfiche software that would replace the current Docuware
software. Extensive time was spent meeting with the vendors and ensuring that the software features
proposed could integrate with current City software such as Permit Works (Building Division), InCode
(Finance Division) and ArcMap (GIS Division). Staff also considered the fees associated with the
database conversion, training, installation and consultation with staff.
The attached 5 Year Document Retention Software Cost Analysis provides a breakdown of the
software, conversion, training, installation and consultation costs. Based upon the findings, staff is
recommending Crabtree Companies because of their more powerful software integrations along with
the costs savings over the other vendors that are projected for the next five years.
RECOMMENDATION
Based upon the research conducted by staff, the recommendation is to purchase the Laserfiche
document retention software through Crabtree Companies. Upon approval, the City Clerk will enter
into an agreement with Crabtree Companies to order the software and services.
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