HomeMy WebLinkAboutAgenda Report - August 18, 1999 E-05CITY OF LODI COUNCIL COMM[JNICATION
AGENDA TITLE: Purchase of Fortis Document Imaging System and Hardware to Allow for Internet
Access to Documents Under the Custody of the City Clerk's Office {$80,000}
MEETING DATE: August 18, 1999
SUBMITTED BY: Information Systems Manager
RECOMMENDED ACTION: That the City Council approve the purchase of Fortis document
imaging system and hardware to allow for Internet access to
documents under the custody of the City Clerk's office.
BACKGROUND INFORMATION: The City Clerk's office, over the course of the last year, has scanned
approximately 25,000 pages of documentation into the FileMagic system to include resolutions, public
hearings, council communications and more than 20 year's of City Council minutes. The information is
currently only available at 10 workstations as per the licensing agreement, thereby limiting access to the
information to staff. In addition, members of the public cannot access this documentation, as it is not
technologically feasible without the Fortis component.
The Fortis Imaging and Electronic Management System is the next logical step in developing the City
Clerk's overall computerized records management system. This project will allow the public to view and
copy all public records that have been made a part of the FileMagic system. It is believed that this will
greatly decrease the requests received by the Clerk's office for copies of public records and that this will
enhance the use of access and availability to public records by the public. This would be the next step in
the City Council's effort to further automate the City and computerize records management.
The system is comprised of software that will be provided by Appleby & Company, Inc. who is the regional
provider of FileMagic and Fortis, and the hardware will be purchased in accordance with Resolution
No. 98-72. The total project cost is approximately $80,000.
FUNDING: Capital Budget
Funding Available: Respectfully,
Vicky I%cAthie, Finance Director Stan Helmle, Information Systems Manager
cc: Alice Reimche, City Clerk
APPROVED: yy � -�_
H. Dixon Flynn -- City Manager
RESOLUTION NO. 99-117
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
PURCHASE OF FORTIS DOCUMENT IMAGING SYSTEM AND
HARDWARE TO ALLOW FOR INTERNET ACCESS TO DOCUMENTS
UNDER THE CUSTODY OF THE CITY CLERK'S OFFICE
WHEREAS, Lodi Municipal Code, Section 3.20.070, authorizes dispensing with bids for
purchases of supplies, services or equipment when it is in the best interest of the City to do so; and
WHEREAS, the City Clerk's office has scanned approximately 25,000 pages of
documentation into the FileMagic System which includes resolutions, public hearings, council
communications and City Council minutes; and
WHEREAS, the information is currently only available at ten workstations as per the
licensing agreement, thereby limiting access to the information to staff; and
WHEREAS, members of the public cannot access this documentation, as it is not
technologically feasible without the Fortis component, and
WHEREAS, the Fortis Imaging and Electronic Management System is the next logical step
in developing the City Clerk's overall computerized records management system, and
WHEREAS, staff recommends purchasing the Fortis Document Imaging System from
Appleby & Company, Inc., who is the regional provider of FileMagic and Fortis, at an approximate
cost of $80,000.00.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lodi hereby
approves the purchase of the Fortis Document Imaging System from Appleby & Company, Inc., at
an approximate cost of $80,000.00.
Dated: August 18, 1999
I hereby certify that Resolution No. 99-117 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held August 18, 1999, by the following vote:
AYES:
COUNCIL MEMBERS — Hitchcock, Mann, Nakanishi, Pennino and Land
(Mayor)
NOES:
COUNCIL MEMBERS — None
ABSENT:
COUNCIL MEMBERS — None
ABSTAIN:
COUNCIL MEMBERS — None
10
ALICE M. REIMCHE
City Clerk
99-117