HomeMy WebLinkAboutAgenda Report - December 3, 1997 (31)CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Purchase of Automated Records Management Program for the City Clerk's Office
MEETING DATE: December 3, 1997
PREPARED BY: City Clerk and Management Information Systems Manager
ACTION: That the City Council adopt resolution authorizing the purchase of an
automated records management program, File Magic Plus, for the City
Clerk's office from Appleby & Company, Inc., of Fresno, California, in the
amount of $19,838.
BACKGROUND INFORMATION: The legislative indexing system presently being used by the City
Clerk's office was originated many years ago. As the City has grown the
need for a more easily -accessed, user-friendly and sophisticated system has
become very evident. The present system is cumbersome and outdated and
needs to be updated in order to provide easy access to all departments of the City needing this information. In
addition, the City Clerk's office needs to be able to respond in an efficient and professional manner to the myriad of
inquiries received from the press and citizens at large.
The City Clerk is mandated by State statute to have a legislative indexing system in place.
During the past several months the City Clerk and the Management Information Systems Manager have been involved
in seeking out systems that would best serve this function for the City Clerk's office. Because the requirements of
such a system are unique, our search revealed very limited product availability.
The search for the most appropriate product included:
A State-wide telephone survey of cities with populations between 50,000 to 100,000 regarding the
product(s) currently being used.
2. Review of product brochures.
3. VCR and CD demonstrations.
4. In-house demonstrations
Following an in-depth study of the information made available to us, the Management Information Systems Manager,
and the City Clerk and her staff all agree that File Magic Plus best fits the needs of the City Clerk's office for the
reasons outlined on the next page:
APPROVED:
H. D' on Flynn — bitf Manager,
Purchase of Automated Records Management Program for the City Clerk's Office
December 3, 1997
Page Two
• File Magic Plus is a Windows-based document management software program that captures any
document, color or black and white, image or text from any source and stores it in your computer
system.
• File Magic Plus documents are captured in one of three ways.
1. Scanned -from paper originals
2. Imported - through electronic capture of documents
3. Faxed directed - by being imported electronically
• File Magic Plus filed documents are immediately available for review and use. Documents can be
retrieved with a wide variety of search options: browse, search narrowing, fixed queries or variable
queries, full test queries, fuzzy search, highlight of hits or any combination of the above.
• One can output and share a document from File Magic Plus almost any way you want: print it or fax it,
send it by E-mail, etc.
We have been in contact with Appleby & Company, Inc. which is a company that has been in business for 40 years
and has for several years been a leader in digital imaging and Electronic Document Management Systems (EDMS).
As an EDMS service bureau, Appleby & Company, Inc., provides backfile conversion, system design and
implementation consulting, document shredding, and is a reseller of several leading EDMS software packages.
We are convinced that File Magic Plus excels in providing unique, user-friendly capabilities not available in this price
range with other products, and that it would best serve the needs of this office. This product is compatible with
computer equipment presently in our office and it would appear that we can utilize the existing File Server.
Because of the uniqueness of our particular needs and the capabilities of this particular product, the City Attorney has
indicated that he feels the File Magic Plus proposal meets the sole source provisions of the State statute.
File Magic Plus would allow the City Clerk's office an efficient and time savings input system, easy access, and a
"read only" feature for all other users on the system.
Funds have been budgeted in the Capital Budget for this purchase.
For all of the reasons outlined above, it is our recommendation that the City Council approve the purchase of this
equipment.
FUNDING: Capital Budget: $19,838.00
Stan Helmle
Management Information
Systems Manager
Funding Approved:
Vi4y McAth e
Finance Director
Alice M. ReimCI3
City Clerk
From: APPLEBY & COMPANY, INC. To: Stan Flelmle Date: 11/22197 Time: 10:3(1:26AM Page 2 oro
A
AO,pany
Imaging & Electronic Document Management
m. Backfile Conversion • Systems Design & Consulting
leby
. Elecircnic Document & Records Management Software
Rnmell.x: •%3sp«rrr:�LPY �k) •� w,rrWarrr `irl 'Fi1.P,R?a�ii•(rt7 •&'urtr"a L? •JrrIIlYf37:ZClLI! LH�
2828 f4. Wishon Fresno, CA 9374 209`222$482 FAX 222-5043 Web:apoebyco.com Email: toconnor@,applebyco.cam
November 19, 1997
Stan Helmle
City of Lodi
221 West Pine
Lodi, CA 95241
Dear Stan:
This letter covers four issues: 1) Sole source availability of affordable digital imaging I electronic
document management software packages, 2) Computer file storage requirements, 3) Year
2000 compliance, and 4) References.
1) As a VAR (value-added reseller) of imaging and electronic document management software
packages, we are in a constant product evaluation mode. In addition, we are active members
of AIIM, (Association for Information and Image Management). AIIM is comprised of the major
players in the document management industry serving thousands of government, corporate
and individual members. In short, we believe we have a handle on the information
management software marketplace.
In our opinion there is only one moderately priced product that manages multiple file formats.
That product is FileMagic Plus. Most other products manage only digital images. The others
that do handle many file types are high-end, enterprise -wide, work -flow systems priced several
times higher than FileMagic.
The closest competitor to FileMagic is LaserFiche, for which we are also a reseller. LaserFiche
manages only digital images, whereas FileMagic manages images and hundreds of the most
common file formats (word processing, spreadsheets, CAD, etc. ) Moreover the FileMagic
product has built-in functions that LaserFiche charges extra for. These functions are
substantive, for example Zone OCR (auto -indexing), Email and a tiff maker. Moreover,
function -to -function the FileMagic Plus product, for a five -user license, is half the price of
LoserFiche.
2) The average digital image per page file is about 40Ik. 100,000 documents will occupy 4
GBs. The average nonimage file, (e.g., .doc, .txt, etc.) is only about 21k.
3) FileMagic Plus is year 2000 compliant, requiring no action on anyone's part.
4) References attached
NOV-22-4997 10:19 22225043 P. O1
From: APPLEB'x & COMPANY, INC. To: Stan Helrnte Date: 11122/97 Time: 10:33:00 AM Page 3 of 4
Please call with any other questions.
Sincerely,
Terence M. O'Connor
Vice President - Marketing
NOV-22-1997 10:2? 2225013 P.01
RESOLUTION NO. 97-196
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE
SOLE SOURCE PURCHASE OF AUTOMATED RECORDS
MANAGEMENT PROGRAM FOR THE CITY CLERK'S OFFICE
------------------------------------------------------------------
------------------------------------------------------------------
WHEREAS, Lodi Municipal Code, §3.20.070, authorizes dispensing with bids for
purchases of supplies, services or equipment when it is in the best interests of the City
to do so; and
WHEREAS, the City Clerk is mandated by State statute to have a legislative
indexing system in place; and
WHEREAS, the legislative indexing system presently used by the City Clerk's
Office is outdated and cumbersome; and
WHEREAS, several avenues have been investigated to ascertain what type of
system would best serve the City of Lodi, i.e. state-wide telephone survey of cities with
populations between 50,000 to 100,000 regarding products currently being used, review
of product brochures, VCR and CD demonstrations, and in-house demonstrations; and
WHEREAS, it has been determined by staff that "File Magic Plus" best tits the
needs of the City in order to update and modernize the recordkeeping procedures that
are the responsibility of the City Clerk's Office, and enabling information to become
more accessible to staff, the public via e-mail, fax, computer, etc.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council hereby
approves the sole source purchase of the "File Magic Plus" automated records
management system in the amount of $19,838.00; and
Dated: December 3, 1997
1 hereby certify that Resolution No. 97-196 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held December 3, 1997, by the following
vote:
AYES: COUNCIL MEMBERS — Land, Mann, Sieglock, Warner and
Pennino (Mayor)
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
ABSTAIN: COUNCIL MEMBERS - None
• 54H/
ALICE M. R�IMCHE
City Clerk
97-196