HomeMy WebLinkAbout5.F.8. Approval to Purchase Laserfiche Weblink
City of Shakopee s: F,~ '"
Memorandum
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TO: Mayor and City Council '. ""'~Cf"
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrator
SUBJECT: Approval to Purchase Laserfiche Web link
DATE: November 3, 2006
Introduction
The City Council is asked to approve the purchase of the Weblink application for the City's Laserfiche
program. The Telecommunications Budget for 2006 includes $12,000 for this purchase.
Background
In 2005, the City purchased a digital imagining program called Laserfiche to convert the City's
extensive paper records into electronic form. At that time, it was planned that the companion Web link
application, which will allow documents scanned into the Laserfiche system to be viewed via the
City's web site, would be purchased at a later date, once the core Laserfiche system was up and
running. The Telecommunications Commission endorsed funding Weblink from the
Telecommunications Fund and $12,000 was included in the 2006 budget for this purpose.
The Laserfiche proj ect is now at a point where we are ready to add the Web link application.
Documents scanned into Laserfiche will be categorized by Lori Henson, the City's Records Clerk, as
either public or private. Documents categorized as public will be accessible online through the City's
website. The first documents that will be entered as public will be the City Council agenda packets,
thereby allowing residents to read the staff memos and reports that correspond with various agenda
items.
The total cost for the Web1ink application, including installation and taxes, is $10,405.68. An
additional six retrieval licenses will also be needed at a cost of$1,204.63, bringing the total project
cost to $11,610.31, which is slightly under the $12,000 budgeted for this project.
Recommendation
Staff recommends that the City Council approve the purchase of Laser fiche Weblink and six additional
retrieval licenses from the 2006 Telecommunications Fund budget at a cost not to exceed $11,625.00.
Relationship to Vision
Purchase of Laser fiche Weblink will provide residents with another means of accessing information
about their City government, thereby contributing to Goal B: High Quality of Life.
Requested Action
If Council agrees, it should approve the purchase of Laserfiche Web link and six additional retrieval
licenses from the 2006 Telecommunications Fund budget at a cost not to exceed $11,625.00.