TITLE
Consider a memorandum/resolution to upgrade the Laserfiche electronic content management software.
SUMMARY
DATE: January 8, 2019
TO: Ronald L. Olson, City Manager
FROM: Colen Wilson, Director of Information Technology Services (Interim)
SUBJECT: Laserfiche Electronic Content Management Software Upgrade
BACKGROUND AND FINDINGS:
An Electronic Content Management (ECM) System is a software system used by the public and private sectors to better organize an entity’s records and streamline business processes. An ECM system provides faster access to documents, improved collaboration on projects through version control, reduced risk of loss of documents, and improved security of documents in the event of natural disaster.
In 2002, the City purchased Laserfiche ECM to begin fully digitizing all records in each department, catalogue each document by the information contained in the file, and improve cross-department work on documents and projects and as a result streamline the City’s internal processes.
The current software version’s functionality supports document scanning, archival, retrieval, indexing, and templates. The current software version in use at the City is outdated and needs to be upgraded. The upgraded software version includes automated document workflows, records management for retention, form creation and management, as well as all previous version functionality. The extra features provided in the software upgrade enable the City to move closer to a paperless business process goal.
THE ALTERNATIVES CONSIDERED:
Which alternative is recommended? Why?
Two alternatives were considered. Option 1 was to not do the upgrade. This option would result in discontinued support from vendor and the city would remain in the outdated version. Additionally, as other softwares migrate to newer versions they will not be compatible with the older version of Laserfiche therefore limiting user access and productivity.
Option 2 is to approve the upgrade. ...
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