HomeMy WebLinkAbout5.F.6. Laserfiche Avante UpgradeCity of Shakopee
Memorandum
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Carrie Duckett, Information Technology Coordinator
SUBJECT: Laserfiche Avante upgrade
DATE: December 27, 2010
Introduction
The Council is asked to authorize the purchase of the Laserfiche Avante upgrade package at a
total cost of $50,822.46.
Background
In early December, the Council heard a presentation on the functions and features of Laserfiche,
our document management system. We are now pursuing the purchase of the Avante upgrade
that was discussed as part of that presentation.
Currently Police, City Clerk and Building staff are heavy users of Laserfiche and with only 4
licenses to share amongst the departments it is difficult for them to access the system. Finance is
also ready to start the electronic invoicing process by integrating our finance and payroll
software into Laserfiche. This upgrade will give us 50 licenses along with three new modules:
• Workflow — streamlines business process, automatically moves, copies or deletes
documents based on predetermined rules we design, while automatic e -mail notifications
ensure prompt action and simplify supervision
• Audit Trail - 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.
• Web Access - allows staff full Laserfiche functionality through a web browser
Budget Impact
The cost of the Laserfiche upgrade, including tax and shipping, is $50,822.46. These funds will
be taken from the IT Fund.
Relationship to Vision
This item relates to Goal B (Positively manage the challenges and opportunities presented by
growth, development and change.) and Goal E (Deliver effective and efficient public services by
a staff of well - trained, caring, and professional employees.)
Requested Action
The Council is asked to authorize appropriate City staff to purchase the Laserfiche Avante
package from Crabtree Companies Inc. for an amount not to exceed $50,830.