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Home My WebLink About1998-11-04 PACKET 04.D.REQIJEST OF CITY COUIJCIL ACTION COUNCIL AGE�IDA MEETING IT M # DATE 11l4/98 PREPARED BY: Finance Liz Johnson ORIGINATINC3 DEPARTMENT STAFF Al1TFi0R ��.*.....«,..��«.�«w�.��..�..�.�x,�.��..��.�.� COUNCIL ACTION REQUEST Authorize staff to solicit bids for an eiectronic document imaging system. BUDGET IMPLICATION: $ $ BUDGETED AMOUNT ACTUAI AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION ■ ' ` ■' � . ■ � : •- �. � REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DEfVIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ REATION ❑ HUMRN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ ..�• �• /� • . ■ ' • �' ■�`�`'' ■ - - • �� • ■ � • � �� . ADMINISTRATORS COfV1MENTS e'c� ! `�c� / lr City Administratar pate �«��«��«>$� w cour�ceL s�c�rea� r��c�r�: ❑�ppRavE� ❑ DE�i�a ❑ o�rr�Ea Memorandum To: Honorable Mayor and City Council City Administrator Ryan Schroeder From: Jenny Jennings, MIS Coordinator Jim Kinsey, Chief of Police Date Re: Elizabeth Johnson, Fi�ance Director 10/29/98 Request to Purchase a Document Imaging System INTRODUCTION Many city departments are required by law to permanently retain copies of certain types of documents, such as City Council minutes, police case reports, buiiding permit applications, etc. Traditio�ally the original documents have been kept for severai years and then sent off for microfilming. The originaf hard copy document is retained and stored. Technology now exists to store these documents on the computer, using a scanner to essentially take a'picture' of the docume�t. These 'pictures' are then saved to permanent, non-erasable media that meets state statutes for records retention. The original document may then be shredded. Storing documents this way allows for much faster retrieval, fewer misplaced files, and reduction in storage space. City staff would like authorization to advertise for bids on such a system. BACKGROUND In 1996, the City Council authorized the implementation of Docs Open in the City Cierk's department as a pilot project for document imaging throughout the entire city. Money was allocated in the Municipal Building Capital Project Fund to expand the program to other departments, but was not spent because Docs Open has not lived up to expectations. Whiie it was exceilent at keeping documents in proper order and it was easy for end users to search through old documents, the actual imaging component was terrible. An imaging compone�t is necessary because it can retain non-typed data, such as signatures and pictures. City staff delayed expansion of the product in hopes that Docs Open would be able to provide a better imaging solution at an affordable price. Unfortunately, this has not been the case. Expanding the system was going to be much more expensive than the vendor had October 29, 9998 originaliy stated. City staff began the search for a different software that would better meet our needs. ALTERNATIVES There are three alternatives City staff considered. The first aiternative wouid be to expand on the pilot program begun in 1996 with Docs Open. The advantage to this alternative is that the City Clerk wouid not need to convert her documents to a new system. The primary disadvantage is that it wouid be of very limited use to both the Police and Community Development departments, since the bulk of their documents originate with outside sources that contain non-typed data that must be scanned to be accessible to the computer system. Docs Open's scanning capabilities are deficient. If the document originates in City Hail (essentially already exists on our computer systems) Docs Open is very good at organizing and retrieving it. If the document needs to be scanned to be incorporated in the database, it becomes very difficult to retrieve it from the database and view it on the computer screen. In addition, Docs Open may never be able to interface with the main police records system, resulting in continued duplication of data. Since the city would only realize a 20% savings over the course of 5 years following this alternative, it can not be recommended. Piease see attached table 1 for a detail of the costs involved. A second alternative that was considered was to maintain Docs Open at its current level and resume microfilming in the Poiice and Community Development departments. Since microfiiming has been delayed for several years in anticipation of an electronic solution, a large amount of documents would need to be microfilmed initially. New microfilm reader/printers are needed because the current equipment cannot produce a readable print. This alternative again has the sole advantage of saving the City Clerk from converti�g to a new system. The primary disadvantage is that the medium of microfilming is not an acceptable medium within law enforcement because their records remain active for very long periods of time. Documents are microfiimed in case number order. Any new documents generated i� subsequent periods cannot be inserted into the existing or old roll of microfilm. Consequently, documents from a single case could be located on many different rolis of fiim, resulting in difficult and time consuming data collation in the future. In addition, secure documents such as juvenile records a�d criminal sexual conduct investigations are automatically classified as such in a computerized system, and don't need to be manually separated out on repiication. Chief Kinsey estimates that by moving to an optical imaging system which is compatible with their current computerized report processing and on line report system that future savings of labor hours of 640 hours per year wili be realized. Please see attached table 2 for the detailed costs for this alternative. And finally, the third alternative and the best solution we have found is from Mid America Business Systems and their MIMs 3000 software. It is currentiy in use i� October 29, 1998 many cities in the metro area, inciuding St. Louis Park, Coon Rapids and Eagan. We would like to propose a two-phase installation, as foilows: Phase 1 Detail — Impleme�tation in Spring 1899 Basic System $47,000 10 Concurrent users, 15 total seats (6 police, 6 building, 3 admin) One 8.5"x11" high capacity scanner (police department) 2 Optical drives — total capacity of 10 gigabytes File Server $12,500 This server would be used only for the MIMS software Additional Scanner $ 7,400 Scans documents up to 11"x17" for the building department Additional Software $ 2,450 Full text search engine to replicate some of the functionality of Docs Open Hardware Maintenance $ 1,070 Totai Cost for Phase 1 $70,420 Inciudes a6ove plus delivery, installation, library design, 1 yr software maintenance, 90 days hardware maintenance and 8 hours of training. Phase 2 Detaii — Implementation in Spring 2001 Upgrades to File Server $21,424.50 Increase document storage capacity with an Optical Storage Jukebox Also increase speed of file server and upgrade networking software increase Number of Users $19,598.06 Will allow us to have 25 concurrent users with 35 total seats 7 in Building, 15 in PD, 6 i� Finance, 5 in Admin and 2 in Pub Works Add Libraries for Personnel and Finance $ 5,356.13 Library design costs and instailation of above Software and Hardware Annual Maintenance $6,962.96 Additional MIS Staff Time $3,332.00 Total Cost for Phase 2 $56,673.65 Costs on a yeariy basis are summarized in Table 3 attached to this document. This impiementation schedule wiii al(ow the departments with the greatest immediate need (Community Development and Police) to move quickly onto the new system, while still providing for expansion to other departments and users in the future. FINANCIAL CONSIDERATIONS As was stated above, the amount budgeted in the Municipai Building Capital Project Fund to expand Docs Open was not spent. The proposed funding for the first year phase is a combination of amounts in the 1998 Budget Carry forward, 1998 Operating Budget and the 1999 Proposed Budget. They are as follows: � N -+ o co V O CO V IV O ...� W {fl EA Sf3 • .. .. o .. . •. • •. . � �� n A D � o � a m > > a v .� C N O `< ii1 f/) ¢�j � „�,. O — f� � � � v o =' m � � � ,... N Q �. G p�j C� � � ,_�• � N � � x , f ¢�j � O O � � � O � � � � � � A � N � � c < O � � � � m � p' � � � � � O � � � ro < w � a n m -, ffl ffl 69 -� OD tD � � � A o cn -+ r.� do Cfl A ? �1 N CO -� N � Ut O' C�DD�' o � n m � � a v c p � i =` � '.., _ O N U� � � '�,'�.. � � n - �_h �.�. o � vai �_ � � C fv n � ',�.. ' �' � �O '�.. f� � � �' � � = �. O N � O' . �' n � � �' c �� n �� ' � y m � < O p � v �� i � v o ,��,.�,... O = � � i � � m < m � a n m � (fl 4fl Efl Ef� 3 � � O CO IV CO �I W N CO -� O '�! 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