5.3. SR 02-11-2002MEMORANDUM
Item #
5.3.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Sandra Peine, City Clerk
February I I, 2002
Document Imaging
REOUEST
The city staff is requesting to purchase a document imaging system. The cost is
approximately $50,000. The money has been budgeted and will be funded from the
equipment reserves fund. The system will be initially used by the city clerk's department and
the police department with other city departments following.
WHAT IS DOCUMENT IMAGING
Document imaging is the conversion of paper documents into electronic images on your
computer. It provides the means to rapidly find, retrieve and share all documents in our
computer system. The level of security can be set to only allow certain individuals access to
certain documents. See the attached memo for further explanation of document imaging.
BACKGROUND
A committee has been actively working with document imaging vendors for the past several
months. The committee consists of representatives from the Clerk's Office, Planning,
Finance, Police, Building and Zoning Departments. The committee considered four
document imaging systems.
2.
3.
4.
Minolta DocXnet - (MidAmerica Business Systems)
Docuware- (AMI)
Imageflow- (Munimetrix)
LaserFiche - (EDP Computer Systems)
To assist in the decision making process we attended demonstrations of the systems and
visited cities that are using two of the systems. The product DocXnet by Minolta has been
discontinued. Imageflow is a relatively new product. There are currently 25 worldwide
users. The committee did not feel comfortable with this product because of the newness of
the product, the number of users and the fact that there is no local support for this product.
Therefore, our decision was narrowed down to Docuware and LaserFiche.
Docuware: We visited the City of Fridley who has implemented the Docuware system. We
also talked to the cities of Blaine and Champlin who are currently using Docuware. The
committee liked the product but felt that it may be too complex.
Laserfiche: We visited the cities of Columbia Heights and Shoreview who are both using
Laserfiche. We also talked to the City of Circle Pines who is using Laserfiche. The system
seemed very easy to implement and easy to use. All of the cities we talked to were very
excited about the product and were using the product to the fullest extent.
One of our criteria was to get a system that everyone would feel comfortable using. The
committee felt that LaserFiche was the easiest system to use. Another criteria was to find a
system that has been in service for some time. LaserFiche has been in use for 12 years and
currendy has over 17,000 installations.
It is the unanimous decision of the committee to purchase the Laserfiche system. Listed
below is the price breakdown for the Laserfiche system. Not included in the cost is the
purchase of a server that will be provided by the police department.
COMPONENT COST YEARLY MAINTENANCE
Laserfiche 10 User w/Web $14,995 $2,290
Snapshot (10 user) $1,995 $334
Adrenaline Capture Engine $395 0
Duplex Scanner $5397 0
Duplex Scanner $5397 0
E-Mail Add On $995 $200
25 Retrieval Users $4,995 $790
Training/Installation $2,000 0
Audit Trail (Optional) $4,995 $1,000
SUB TOTAL $41,164.00 $4,614.00
*We will need to purchase $3,000
two computers
TOTAL $44,164.00 $4,614.00
COUNCIL ACTION REQUESTED
The request before the Council is to purchase the LaserFiche Document Imaging system
from EDP Computer Systems for $41,164.00 plus $4,614 for service and maintenance, plus
$3,000 for the purchase of two computers for a total project cost of $48,778 with the money
to come from the Equipment Reserves Fund.
IMAGING COMPONENTS AND COSTS
LASERFICHE - EDP COMPUTER SYTEMS - LARRY PHELPS
COMPONENT iCOST ~ARLY MAINTENANCE
Laserfiche 10 User w/Web $14,995 $2,290
Snapshot (10 user) $1,995 $334
Adrenaline Capture Engine $395 0
Duplex Scanner $5397 0
Duplex Scanner $5397 0
E-Mail Add On $995 $200
25 Retrieval Users $4,995 $790
Training $2,000 0
Audit Trail (Optional) $4,995 $1,000
TOTAL $41;164i00 $4,6!4~00
DOCUWARE - AMI IMAGING SYSTEMS - STEVE SCHULTE
COMPONENT COST ~ARL¥ MAINTENANCE
Base License $4,320
Network Licenses (5 user) $6,400
CD Maker $2,250
OCR Recognition $2,400
Active Import $2,400
Internet Server $7,500
Scanners $3,426
Scanner $3,426
Boards and Software $485
Maintenance 0 $ 5,771
Installation $4,299
Project Management $852
Training $2,400
TOTAL $40;158.00 $5,771
IMAGEFLOW - MUNIMETRIX - STEVE MARTIN
COMPONENT COST YEA~Y MAINTENANCE
10 User w/Web $35,900 (UNLIMITED) $3000
Snapshot (10 user) INCLUDED INCLUDED
Adrenaline Capture Engine INCLUDED INCLUDED
Duplex Scanner 57 ppm $4,995 INCLUDED
Duplex Scanner 57 ppm $4,995 INCLUDED
E-Mail Add On INCLUDED INCLUDED
25 Retrieval Users INC (UNLIMITED) INCLUDED
Training $2000 (optional - free web training available)
Audit Trail (Optional) INCLUDED INCLUDED
TOTAL $47;890 (less discOuno
$43'101
River
FROM THE DESK OF...
Sandy Peine
City Clerk
763-441-4906
speine@ci.elk-river, mn.us
To:
Date:
Subject:
Mayor and City Council
February I I, 2002
Document Imaging
I. What Is Document Imaging?
Document imaging is an electronic source of record-keeping. It consists of the conversion
of paper documents into electronic images on your computer. Once on your desktop these
documents can be retrieved effortlessly in seconds.
2. What Exactly Is Imaging And How Does It Work?
Scanning... Brings documents into the computer.
Storage... Keeps the images somewhere on a hard drive or
optical disk.
Indexing... Organizes and tracks the documents.
Retrieval... Helps people find and read their documents.
Access... Controls who can read or modify the documents and what
they can see.
3. What Are The Benefits Of Document Imaging?
· Reduced long-term storage costs
· More free office space
· Improved productivity
· Easier access to records
· Quicker retrieval of documents
· Less chance of losing or misfiling documents
4. Why Use Document Imaging?
Document imaging is quickly becoming the technical way to handle records. Because
the State of Minnesota now recognizes imaging as a method of storing permanent
records, many cities have already begun the process of storing records via document
imaging. Currently, cities that are using this method of record keeping are using it
mainly in the departments of the City Clerk, Police, Finance, and Planning.
It is not a matter of whether the city should do this or not, but rather when we
should begin the process. I believe that this will very soon be the way that most
records will be stored as it is inevitable that technology will continue to move ahead
and paper documents will continue to diminish. This technology provides for more
efficient storage, access and retrieval of records than the paper filing method.
Moving in this direction is similar to moving from hand written documents, to the
typewriter, and eventually to word processing on a computer.
s:\clerk\records\docimage.doc
City Council Minutes Page 4
July 2, 2001
Personnel additions were revie~ved. The Council indicated its support for the additional time
in the senior cidzen program. The Council questioned the timing and need for the
environmental assistant. Discussion took place regarding the need for the CSO employee in
the police department. Mayor I~-3inzing stated her strong support for adding a police officer
to the drug task force and she felt that the public would support this expenditure. The
Council concurred and discussed whether or not this should be in addition to the CSO
employee or in replacement of the CSO.
MAYOR KLINZING MOVED TO INCLUDE A DRUG TASK FORCE POLICE
OFFICER IN THE 2002 BUDGET. COUNCILMEMBER MOTIN SECONDED
THE MOTION. THE MOTION CARRIED 5-0.
~OU~C~EMBERTVE~E :S~O~E~'~THE ~TION.'THE MOTION,
COUNCILMEMBER TVEITE MOVED TO AUTHORIZE THE FIRE CHIEF
TO PURSUE THE FIRE DEPARTMENT FLOOR REPAIR AND TO PRESENT
INFORMATION AND QUOTES ON THIS PROJECT TO THE CITY
COUNCIL WITH THE FUNDING SOURCE TO BE EQUIPMENT RESERVES
WITH REVENUES GOING INTO THIS RESERVE FROM THE STATE
REIMBURSEMENT TO THE CITY FOR THE 1997 STORM.
COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
It was noted that the next budget meeting would be a special meedng on Tuesday,
September 4, 2001. It was further noted that the next budget would include revisions for
additional revenues and expenditures for the dry recreation program and the dry
prosecuting attorney.
3. Adjournment
There being no further business, Mayor K1inzing adjourned the meeting of the Elk River
City Council at 9:07 p.m.
Pat Fdaers
City Administrator