HomeMy WebLinkAbout5.b. Laserfiche Improvement Package City of Shakopee ` b
2011 Budget Improvement Package
Instructions — for any improvement that results in an increase of $5,000 or more, the following
information should be provided:
Project /Improvement:
Upgrade to City's Laserfiche Software
Prepared by:
Carrie Duckett, IT Coordinator
Kris Wilson, Assistant City Administrator
Description of Improvement and Need for it:
The City currently has 4 full user licenses for Laserfiche. They can be shared amongst departments, but
no more than 4 employees can use the full features of Laserfiche at any one time. (There are another 10
retrieval licenses that allow for viewing of documents — these are used by both staff and the public via
the City's website.)
Currently, our primary use of Laserfiche is to scan existing documents with a permanent or long -term
records retention schedule so that they can be stored electronically rather than in paper form. The
software is currently used primarily by the City Clerk's office; however, the Police Department has
recently begun testing Laserfiche to meet their need for electronic storage of photographs.
Upgrading from our current basic package of Laserfiche to the Laserfiche Avante package would provide
50 full user licenses so that the software could be used much more widely throughout the City. It also
includes the following modules that will help automate our business processes:
• Workflow — document sharing capabilities that would streamline how the City prepares and
stores documents. Enables effective data sharing amongst various staff contributing to a project
creating better communication within the City, cut down on paper costs and time allowing staff
to put information into Laserfiche more quickly and locate documents more easily, thereby
expediting job functions.
• Web Access — allows staff to access data remotely through a web browser. Unlike Weblink
which only allows for viewing of documents, Web Access gives staff full Laserfiche functionality
from any computer. A user can scan documents remotely into Laserfiche; access documents
from mobile devices, email documents as a URL link or as zip files, search document properties,
metadata, or text, add annotations to documents; and more.
• Audit Trail — safeguards our information by allowing authorized staff to run reports on system
activity, review user activity, watermark content exported or printed from Laserfiche, assess the
effectiveness of internal workflow processes, review productivity and regulatory document
compliance.
Costs:
All costs to support the improvement (include salary, benefits, training, equipment, and any other costs).
Please identify costs by item:
$51,500 — Purchase would be charged to the newly- formed IT fund, resulting in an increased
charge out to each division.
Anticipated Revenue:
Anticipated additional revenue as a result of the improvement. Please identify additional revenue by
item:
None anticipated.
Impact on City Service Levels by Funding the Improvement: This improvement would modernize many
of the behind - the - scenes tasks associated with the operation of the City. Laserfiche has the ability to
integrate with departmental programs including:
• Accelerate Finance Processes — simplify the payment cycle with electronic invoicing,
automatically route purchase orders through the approval process with e-mail notifications to
ensure timely action, provide instant billing information to authorized staff linking purchase
orders, invoices, and checks.
• GIS /Engineering, Planning and Building Permit software - allow staff to retrieve documents
relating to a property by accessing a map and clicking on a land parcel.
• Case Management System - allow records staff and police officers to pull up evidence
photos /documents that pertain to a specific case.
• Compilation of City Council Packets — digitize and automate the agenda creation and distribution
process.
• Human Resource Management - digitize paperwork in employee's personnel files, create
workflows for processing employment applications to automatically route to hiring
departments.
Laserfiche would become our central repository for all our content, protect our documents, streamline
our business processes and provide instant access to records across City departments.