01-18-2000 - Digital Image Storage SystemCity of West Covina
Memorandum
TO: City Council and City Manager
FROM: Margie Tucker, Finance Director
Janet Berry, City Clerk
AGENDA
ITEM NO. B-6e
SUBJECT: DIGITAL IMAGE STORAGE SYSTEM DATE 1 / 18/ 2000
SUMMARY: The City Council will consider an opportunity to acquire document imaging
equipment through the SCI contract to enable the enhancement of the City Clerk's
records management program.
BACKGROUND
The City Clerk's Office has maintained a microfilm program for the last 15 to 18 years. As
technologies have advanced with respect to records management, the City Clerk has watched and
waited for an opportunity to update the City's program without expending a lot of money.
In August of 1999, the City Council approved a contract with SCI for a financial management
system. The new program for Finance includes digital storage of financial data. SCI has offered
the City an opportunity to purchase another scanner and server for non financial data. Because
the technology and software are pretty much the same, we are able to obtain this additional
equipment through SCI for the City Clerk's Office at a cost of $8,000.
FISCAL IMPACT
The City Clerk's Office has $15,000 in the microfilm account. Once the new equipment is
purchased, there would still be $7,000 remaining in the account to cover the microfilming of
documents that do not lend themselves to document imaging — such as large drawings and
blueprints. Current City Clerk staff would operate the new equipment and the documents would
be available throughout the organization via the City's computer network. It is envisioned that
the building permits (including mechanical, plumbing, electrical) would also be available to the
public via CD Roms at the counter. Past microfilmed documents would continue to be available
using the microfilm reader/printers, although in the case of building permits, we anticipate
converting those over time to digital storage. We do not anticipate any change in staffing levels.
CONCLUSION
Although the total amount of this transfer ($8,000) falls within the purview of the City
Manager's discretion, it is being brought to you tonight because it is a change to the SCI contract
that you approved in August,1999. By approving the transfer indicated in the recommendation,
the City can move to digital storage of non -financial data as well as financial data. Non -financial
data includes minutes, staff reports, permits, contracts, etc.
RECOMMENDATION
It is recommended that the City Council approve the transfer of $8,000 from 110-320-2510-6125
(City Clerk's account) to 110-320-2541-7130 (Information Systems equipment).
Janet Berry
City Clerk
Margie Tucker
Finance Director