HomeMy WebLinkAboutE- 7 Imaging Document ManagementCONSENT CALENDAR
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ANN GRAF GAYNOR, INFORMATION SYSTEMS MANAGER
KEVIN MORNINGSTAR, INFORMATION SYSTEMS MANAGER
LYSELL WOFFORD, INFORMATION SYSTEMS MANAGER
VIA: RICK COLE, CITY MANAGER
DATE: MARCH 17, 2003
SUBJECT: Approve the purchase of an Imaging, Document Management and Workflow system from
Matrix Imaging.
RECOMMENDATION
It is recommended that the Azusa City Council:
1. Award the purchase of Imaging, Document Management and Workflow system from Matrix
imaging.
2. Authorize the City Manager to execute necessary documents and authorize the issuance of a
Purchase Order in an amount not to exceed $165,000 to Matrix Imaging Systems.
3. Authorize staff to purchase other associated hardware, software and infrastructure
upgrades associated with the implementation of the Document Management and Workflow
system, cost not to exceed $35,000.
BACKGROUND
The City of Azusa is required by law and practice to keep documents based on the adopted records
retention schedule. At the most basic level we are effectively storing a piece of paper, but the information
on it is not readily available. Currently the city stores its documents in filing cabinets, at Iron Mountain (a
records storage facility), or in files maintained by the users and user departments either in electronic
format or hard copy
The Office of the City Clerk has long recognized the need to make public documents more readily available
to the public. This is both a service and an obligation that is made more difficult by our current paper
based system.
The implementation of this system will develop a central repository for archival and working documents so
that staff, council and the public can quickly find, view, edit, route, and print managed documents.
Following are some of the goals that will be accomplished:
Manage the City Council documents. These include, but are not limited to, agendas, reports,
minutes, resolutions, and ordinances.
Manage the documents prepared with desktop software applications, e-mail and scanned documents
Manage images of engineering drawings and related documentation, as well as AutoCAD and GIS files.
Maintain an archive of images, maps and documents.
Allow staff and the public to quickly find, view, edit, and print managed documents via a browser
interface at their desktops at home.
Provide integration with GIS and provide ready-made access to other applications such as Utility Bill
presentation on-line via the web.
Provide tools to allow for workflows, supporting the agenda process, review and approval of
contracts, leases, or other processes.
On September 3, 2002 the Council approved an RFP for an Imaging, Document Management and Workflow
system; responses were received from eight vendors. From these, three finalists were chosen. These
vendors performed on-site detailed presentations to a multi-departmental group of users. Additionally, the
IT management staff performed additional on-site visists to see how other cities have implemented the
packages under consideration. Based upon system functionality, ease of use, and integration capabilities,
staff concluded that Matrix provided the best solution for Azusa. Matrix is also the low bidder, which is an
additional benefit on top of their superior service and products.
The timeline for the implementation of this project will begin once the contract is awarded and will take
approximately 5 months to live date.
FISCAL IMPACT
This project is budgeted for in the 2002-2003 CIP. There will be an annual impact of approximately $25,000
for annual hardware and software maintenance of the system.
Prepared by: Ann Graf Gaynor, Information Services Manager