HomeMy WebLinkAbout2.b. Document Retention SoftwareAGENDA ITEM: Document Retention Software
AGENDA SECTION:
Discussion
PREPARED BY: Amy Domeier, City Clerk
Mike Kasel, GIS Coordinator
AGENDA NO. 2.B.
ATTACHMENTS: Laserfishe product information with
proposed phasing
APPROVED BY:
010
RECOMMENDED ACTION: Discussion only
4 ROSEMOUNT
CITY COUNCIL
City Council Work Session: April 15, 2009
EXECUTIVE SUMMARY
BACKGROUND
Based on previous direction to create a more efficient way to access and maintain archived digital
documents, staff explored improvements that could be made to the current document retention
process. During this investigation, it was discovered that improvements in software and hardware
technologies could provide a more streamlined documentation retention system that would increase
efficiency within and between City departments.
While the newer digital document management systems have many benefits, they are complex
undertakings and will require an investment of both capital and staff. Because of those investments,
staff has thoroughly evaluated the current document management software and investigated other
options. Staff spoke with Lakeville, Burnsville, Eagan, Farmington and Apple Valley to find what
systems are in place and their experiences.
SOFTWARE
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 vendor, AMI
Docuware software provider) and Crabtree (Laserfiche software provider).
To achieve the minimum desired level of service from the documentation retention software
established by staff, Docuware requires multiple upgrades not covered by its annual software
maintenance. Docuware software is not windows based and does not include features that would
simplify the scanning portion of the retention process. Further, administration, navigating and
retrieving files in Docuware product has been the biggest complaint by staff as the files are not text
searchable and the software does not allow staff to cross reference files. Laserfishe software has easier
search, navigation, scanning and administration features. Laserfishe will also integrate with current City
software that is used by departments and has timesaving features for the retention of electronic files.
1
In addition to providing the minimum requirements staff established for document retention software,
Laserfiche, has the ability to integrate with other software systems the City currently owns. Below is a
summary of the compatibility with current City software:
INTERGRATION WITH CURRENT SOFTWARE
LASERFICHE DOCUWARE
Permit Works (Building Division) Y N
InCode (Finance) Y N
Civic (Utility Billing Software) Y N
ArcMap (GIS) Y Y
Microsoft Suite (Outlook, Word, etc.) Y N
Cartegraph (Public Works /Engineering) Y N
LOGIS (Police) Y N
Max Solutions (Parks Dept. Software) Y N
HARDWARE
Currently, Docuware requires that each desktop scanner be connected to a single computer creating a
permanently linked scanner station. This set -up does not allow for the flexibility to move scanners to
other locations. The Laserfiche software does not tie scanners to computers and allows for portable
scanners. It also has the ability to utilize our current scanning equipment from the Large Format
Scanner to our Multi- Function Printers. A majority of copier vendors now offer a Laserfishe panel on
their equipment. This panel will allow staff to automatically scan in documents during the copying
process.
DISCUSSION
Staff has reviewed the Laserfishe product, which is window based, and has many features that are easy
to use at the scanning portion of the process and the retrieval process by end users. The software also
has easier search, navigation, scanning and administration features. Laserfishe will also integrate with
current City software that is used by departments and has timesaving features for the retention of
electronic files. All of the features would be a huge improvement over our current system. Laserfishe
also allows for security measures.
Staff has been using the Docuware software since 2001. Since that time retention software technology
has advanced and is designed to be more compatible with city software and equipment. The cost of
the Laserfishe software, five concurrent licenses, one license for quick fields, and maintenance is
approximately $26,800, which would include the software, installation and employee training,
maintenance for one year and conversion of images from our current system. The annual maintenance
agreement for phases one and two would be $3,859.53 compared to the Docuware annual average
maintenance costs of $8,000 per year. This software was not budgeted for 2009; however, staff has
discussed using funds from the Equipment CIP for "Citywide Software Purchases" along with the
encumbered funds available for "Docuware Equipment".
Following is a summary of the costs of each software product.
2
ORIGINAL PROPOSED OPERATING
CAPITAL CAPITAL COST
COST COST
Initial capital cost
Docuware 5.0 Upgrade
GIS Upgrade
Annual Maintenance
Software (Average)
Scanner
TOTAL
$21,000.00
$3,300.00
$4,100.00
8,000.00
$1,500.00
$21,000.00
$7,400.00
$9,500.00
Purchase amount (Includes data
conversion and GIS component)
Annual software maintenance
TOTAL
$23,644.55
$3,140.30
$23,644.55
$3,140.30
RECOMMENDATION
Based upon the research conducted by staff, the recommendation is to purchase the Laserfishe
software and additional scanners because the system will provide 1) increased productivity in the
retention process; 2) overall cost savings; 3) integration with current departmental software; 4) cross
referencing of departmental files; and 5) ease of use by all users /administrators and end users of the
product.
Should the City Council concur with staff's recommendation, staff will present the item at the April 21,
2009 regular meeting a motion authorizing the purchase of the proposed system and hardware.
3
LASERFISHE PRODUCT INFORMATION
Overview
The proposed Laserfiche solution is a carefully conceived suite of applications
configured to provide the functionality and benefits requested in the implementation
cases. The solution should be seen as a group of flexible tools that make it easy to
address the City of Rosemount's needs in ways that other solutions cannot. As off -the-
shelf software with a design focus on local government needs, the proposed solution can
be rapidly implemented and configured with very little customization. Laserfiche utilizes
non proprietary file formats and an open, flexible architecture. The logical table
structure of the back -end database makes data sharing with legacy systems very
straightforward.
Proposed Phasing and implementation
Staff has planned a phasing process to introduce the new features to departments. The
biggest feature that Laserfishe provides, Quick Fields, is the capture platform developed
specifically for Laserfiche. Quick Fields will be used to capture, process, index and file
scanned documents. Because Quick Fields is tightly integrated with Laserfiche, it can
actually extract documents from the repository, allowing the City to distribute scanning,
but centralize processing. Additionally, Quick Fields will be configured to dynamically
build the file folder structure of the City's repository and set document level security
when appropriate. In addition to scanning and processing images, Quick Fields provides
a great deal of functionality that will prove useful to the City as the system is expanded.
For example, Quick Fields can automatically collate and label documentation for
document requests or auto redact police reports provided in response to a FOIA
request. Furthermore, Quick Fields will be utilized to convert documents in the various
department software systems. Using data from the databases, Quick fields will be
configured to name, index and file documents based on the existing system or following
a different schema as appropriate.
Based upon usage and cross departmental demand, the following schedule is proposed:
Phase 1 /Immediately:
Engineering /Public Works /GIS
The Engineering Division currently scans all project related data and
correspondence. The documents are indexed by project number, project name,
document type and date. Crabtree has recommended using the existing file
structure. Full text search and the maintenance of a GIS layer of engineering project
numbers will make searching data easier.
Public Works currently does not scan into Docuware, but with Laserfiche they can
enter issues, requests and work orders by address, type and name from their asset
management software CarteGraph. These files could then be searched on by address
from other departments using Laserfiche or via a GIS map application.
A GIS application will be created that will allow for any department that maintains a
GIS layer of their scanning files based on address, departmental project number,
PID or development specific, could be searched in Laserfiche via a map interface.
This would enable cross departmental querying of achieved documents.
Community Development (Planning, Building, Code Enforcement and Fire
Marshal)
The Planning Division currently scans planning project related files, Planning
Commission packets and Port Authority packets and materials. Under the current
structure, files were indexed by number, project name, date and document type. The
new system would allow staff to automatically build a folder structure based on the
current indexes. Full text search and adding projects to a community development
project number GIS layer will bring the process to a new leveL
The Building Division (including Code Enforcement and Fire Marshal files)
currently scans property files as one document and any new additions to the front of
the multi-page document. Crabtree representatives suggested enabling the bar
coding feature within the building department software, Permit Works, application.
With the bar- coding feature, documents will be scanned into batches and Laserfishe
Quickfields will automatically add the file into the correct location and index the
files. Any files that just need to be added to the file will be scanned directly into the
existing file through the Laserfishe scanning module. Staff will also add this
information to the current parcel GIS dataset to allow cross departmental file
retrieval.
Parks and Recreation
The Parks Department currently scans rental permits, Parks Commission packets,
annual reports and grant application information. Crabtree will work with staff to
redesign the indexing and folder structure to simplify and emulate current file
procedures. With Laserfishe, the full-text search feature will greatly improve the
current search ability for information. In addition, staff will be adding projects to a
parks and recreation specific GIS layer to allow for cross- department file retrieval
between Engineering, Public Works, Community Development and Parks.
Administration
The Administration Department currently scans agreements, minutes, resolutions,
licensing files, City Council packets, election files, oaths of office, weekly updates,
City Council backgrounder updates, misc. project files and correspondence. When
the WebLink feature (described later in the staff report) is added to the system, City
staff, residents and City Council will have access to minutes, agenda, and City
Council packets. City Council and Commission Packets would be available in a
paperless format for staff, commissioners and residents.
Phase 2 /October 2009:
Finance
The Finance Department currently scans employee timesheets and imports
miscellaneous accounting reports. During pre implementation meetings with
Crabtree representatives discussion was held regarding a barcode feature to the
accounts payable check stubs. Crabtree has significant experience with integrating
with Incode, the City's accounting software. Current procedures would not change
considerably other than after a check run the invoices and supporting paperwork
would be attached to the check stub and scanned into batches. By using the
Laserfishe Quickfields feature the system will read the barcodes and automatically
file the documents into the correct filing structure and index by check number,
vendor name and check date. Finance staff will continue to scan timesheets and
other accounting reports, but will work on ways to automate this in the future.
Further integration between payroll and human resource personnel files is projected
in the future.
Phase 3 /April 2010:
Police
The Police Department currently uses LOGIS to track and store its information.
The department also keeps a paper copy of information not located within LOGIS.
Crabtree representatives suggested turning on the bar coding within the LOGIS
software application. With the bar coding feature, the documents not created in
LOGIS will be scanned into batches and Laserfishe Quickfields will automatically
add the file into the correct location and index the files. Any files that just need to
be added to the file will be scanned directly into the existing file through the
Laserfishe scanning module.
Laserfishe WebLink
WebT is a web -based interface to the Laserfiche repository. However, WebT.ink
is browser and platform independent and is highly customizable. WebT is
particularly suited for making documents available to the public. Because it is so
customizable, it can be configured to fit into the City's existing web site. Anyone
with an Internet connection can access public documentation. WebLink provides a
read -only connection to the repository and dynamically converts images to PNG
files with are smaller than TIFF images by a factor of 10, so even citizens with dial
up internet connections will be able to access public documents quickly and easily.
Staff recommends visiting the website for the City of Redwing, Minnesota to learn
more about the feature.
Phase 4 /TBD:
Human Resources
Human Resource files are not currently scanned. Crabtree recommends using the
Quickfields feature so that cover pages can be created for each employee. The cover
pages will be used to separate employee files by general, medical, protected health
information, drug testing and worker's compensation. The slip cover pages will
automatically index and build the folder for each employee so security can be applied
to the subsections allowing only approved access with appropriate rights to each
section. Further integration between Human Resources and Finance (Payroll) will be
implemented through the Incode software.
Laserfishe System Security
The Laserfiche access control system provides fine control of user actions within the
repository and what level of information they can access. Users can be authenticated
to Laserfiche through usemame and password or through Windows Authentication.
Laserfiche provides the ability to assign security rights to Windows users and /or
groups through integration with Active Directory. To make security rights
management most efficient, it is recommended that security profiles be created at the
group level and all groups be tied to Windows groups through Active Directory.
This strategy will automatically provide appropriate access to new users who are
added to the domain and will remove access from users as soon as their network
login is deactivated.
Laserfiche security can be divided into Feature Rights, Access Rights, privileges and
tags. Feature rights make up the actions a user can take as part of their global security
profiles, while Access Rights allow those actions to be fine tuned based on the type
of object to which rights are assigned. Access Rights control user access to folder
structures, documents, document annotations, volumes and metadata. Permissions
provide the ability to distribute administrative functions without providing system-
administrator level access. For example, the network administrator can be given the
ability to create user accounts and assign access rights, but not be able to open any
documents in the system. Security tags are a way of dynamically assigning security to
documents. Tags are user definable and represent the sensitivity level of the
documents to which they are assigned. The access level of users is determined by
the tags to which they have been granted access. For example, if a document has
been assigned a "Medical Record" tag, a user without access to the "Medical Record"
tag cannot view the document even if they have rights to the location where the
document is stored.
Laserfiche security has undergone rigorous testing and has been proven in the field.
The proposed solution has been tested and certified by the Department of Defense
and has also been certified for use over the extremely secure Navy Marine Corps
Intranet (NMCI). Furthermore, Laserfiche is trusted to protect the records of the
most security conscious organizations in the world, including all five branches of the
United States Military, the US Treasury Department, CIA and FBI. We are
confident that the comprehensive security options provided by Laserfiche will meet
the specific needs of the Unified Government.