HomeMy WebLinkAbout3/1/2000 - STAFF REPORTS (9) DATE: March 1, 2000
TO: City Council
FROM: Assistant City Manager, Operations
APPROVE ACQUISITION OF RECORDS MANAGEMENT SYSTEM
RECOMMENDATION:
That City Council approve acquisition of records management backbone system from Astro
Business Solutions Inc., a subsidiary of Canon USA, Inc., in the amount of$211,879 as
follows: $108,551 for records management software necessary to establish an integrated
City-wide records management backbone,software programs to make documents accessible
via the Internet, and custom programming to incorporate the City's Document Retention
Schedule Management Policy (software pricing via participation in State of California
Master Service Agreement No. 5-99-70-12); $29,831 for the hardware necessary to host the
software on the City's computer network and to provide Internet access; $44,587 for
scanning hardware necessary to support the specialized requirements of the Office of City
Clerk, the Building Division and the Human Resources Department (hardware pricing per
Canon USA Inc.'s California CMAS Agreement#4-96-67-0007A); $11,110 for conversion
of documents for the Human Resources Department;$9,300 for conversion of images for the
Building Division; and $8,500 for system installation and training for staff of the Office of
the City Clerk, the Building Division, the Human Resources Department and the
Communications Department.
BACKGROUND:
City Departments have accumulated massive amounts of paper records from sources both
internal and external to the organization. The records can be categorized into six (6) types:
legal,legislative,real property,operational,informational,and historical. Individual records
may fit into multiple categories. Legal, legislative and real property records are subject to
specialized retention requirements. Historical records maybe kept to retain the rich heritage
of our City,while others address an informational need relevant only to a limited time mid
circinustance beyond which retention simply takes up space.
Operational documents residing in hard copy in one department's file cabinet are difficult
to access from other departments. At times other departments may not even be aware of
their existence. This leads to duplication of effort where the same infonmation is collected
by multiple staff members,or decisions or responses are made without benefit of information
which should be considered in the decision/response process.
Retrieval of documents from manual storage systems is always problematic but can be
especially difficult in a time of high staff turnover such as is being experienced in several
major city departments. As staff with a knowledge bank of "where things are" turns over,
more time is devoted to searching and less productive work time is available precisely at a
time when, due to the booming economy, the work load in these departments is increasing
monthly. Also, inability to produce documents or produce them in a timely manner may
expose the City to disadvantages in litigation matters, fines from regulatory agencies, or
missed opportunities to qualify or apply for grant fiords.
hi response to City Council's stated support of utilizing technology to increase productivity
and efficiency and enabled by newly developing technologies to provide information quicker
and easer over the internet/intranet,staff has identified the acquisition of a backbone records
management system supporting multiple activities as one of staff s highest priority
recommendations.
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APPROVE ACQUISITION OF RECORDS MANAGEMENT SYSTEM
There are numerous records management/doctnnent imaging systems on the market which
represent themselves as total solutions for organizational requirements for records
management. Subjecting these systems to real world analysis based on experience with
organizational requirements as complex as the City's reduces the playing field considerably.
Staff made field trips to determine the real world performance of several leading software
solutions in addition to attending university and state sponsored seminars which compared
types of software solutions independently and impartially.
In addition to looking at live software performance at hosting agencies, staff also spoke
with their staff members who helped implement their system and who are responsible for the
day-to-day operation of the system,or are dependent upon utilizing the system to support the
viability of their operations from a work flow standpoint, as well as the ability to meet the
requirements of outside regulating and legal entities.
Staff s research and networking resulted in the development of mandatory standards of
acceptability and identification of desired system benefits as follows:
OPEN,NON-PROPRIETARY STANDARDS
The electronic records management system must be based on formats of data storage and
exchange which are supported by open, non-proprietary standards. This will result in:
• Compatibility with other technologies: the selected software shall support "open
system architecture for compatibility with other technologies" (NOT
"PROPRIETARY"). It shall also ideally provide solutions to protect prior
investments in PC hardware, scanners, LAN and WAN networks etc.
• Portability: the basic system infrastructure and the base data created via that
infrastructure may be transferred to other systems operating different hardware and
software.
• Sustainability: data will be held in encoding formats whose stability is protected and
which therefore provide the basis for the long term integrity of information held in
these formats.
• SuUDOIt for Growth: staff believes that the use of non-proprietary formats of storage
and exchange offers the best guarantee that the backbone electronic records
management system put in place now may be extended or modified to take advantage
of future developments in technology.
SYSTEM BENEFITS
• Improve records management access:
► provide rapid access to information for inquiries and audits.
► reduce cost and manpower associated with record searches and purges.
► comply with all records retention and compliance requirements.
► reduce costs associated with records distribution.
• Intranet and City network access to information:
► instant network access to on-line electronic images at the user's desktop.
► public access via the World Wide Web to information managed in the
system.
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APPROVE ACQUISITION OF RECORDS MANAGEMENT SYSTEM
► support ability to rapidly analyze source documents and respond to inquiries.
► increase ability to control dissemination and access to important information.
• Reduce cost of records storage and archival storage:
► minimize cost of informational storage while achieving desired benefits from
document processing.
► reduce space requirements for records storage thus allowing storage space to
be utilized for other activities.
► avoid cost for off-site records storage necessitated by elimination of police
department basement as storage area.
• Avoid cost of capital (facility) expansion:
► reduce space required for file cabinets and other modes of paper storage
creating additional work space in existing facilities such as City Hall.
• Reduce need to create hard copy(paper) documents:
► reduce number of hard copy (paper) documents created through providing
electronic on-line access to information.
► decrease contribution to landfill.
► reduce cost of white copier/laser printer paper(now$27,000/year).
► reduce the need to produce printed informational materials for various city
departments.
• Improve data storage:
► provide electronic backup capabilities for essential information.
► provide ability to control access via password and other secure measures for
information such as personnel records.
► provide effective disaster recovery of vital information.
► provide secure permanent storage capabilities for vital information.
• Increase personnel productivity:
► save time and personnel costs associated with paper filing, processing,
distributing, and management.
► provide simultaneous access to records by multiple users and departments to
minimize processing delays.
• Provide basis to potentially secure future grant funds for system expansion:
► by reducing necessity for the public to come to City Hall for information
which becomes accessible on the internet the City may become eligible for
funding under AB 2766, "Control of Emissions".
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APPROVE ACQUISITION OF RECORDS MANAGEMENT SYSTEM
On September 15, 1999, (Resolution No. 19644) City Council approved a city records
retention program applicable to all city activities compliant with Sections 34090 and 34090.5
of the California Code for Records Retention and Destruction Programs. The recommended
electronic records management system will provide the necessary tools to ensure compliance
with the approved records retention prograrn.
The recommended software is also compliant with all identified standards for this type of
system and provides the system benefits identified above.
Funding. Various departments, in recognition of the importance of electronic records
management systems,looked at establishing systems at a departmental level. However,now
that current proven and real world technology makes it possible to share information not
only with other departments on the City network but also via the Internet, the single
department approach to records management is no longer viable. The benefits of
establishing a city-wide backbone system have driven a cooperative effort among major
departments to finance the purchase of the backbone system. A total of$99,799 has been
identified in the budgets of Office of the City Clerk, Human Resources, Risk Management
and Airport to utilize for this program which will significantly benefit each activity.
Additionally, $45,000 is available in account 4261-1395-54022 due to a gift from the Agua
Caliente Band of Calnrilla Indians given to be utilized for enhancing the City's information
services and $67,080 is available from the Recycling Fund due to implementation of the
system reducing the amount of white paper to be purchased and decreasing the City
contribution to the landfill. Both"City Hall White paper Recycling" and source reduction
programs were identified in the City's Source Reduction and Recycling Element (SRRE),
approved by the California Integrated Waste Management Board in 1993,and have been on-
going recycling programs in Palm Springs since. The Recycling Fund is available for the
implementation of such programs. This fetid is the basic Recycling Fund, not the one
established for the development of the Next Phase Facility.
A list of system components and component pricing is attached.
U, � - —
ALLEN F. SMOOT, A.A.E.
Assistant City Manager-Operations
APPROVED ���
ity Manager
,..,.
,
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ATTACHMENTS: ��f
1. Minute Order
2. Component Price List
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COMPONENT PRICE LIST
• Software:
► OTG Application& Cold Extender, 25 User $ 45,314
► Web Extender Server Software (includes 5 users) 9,499
► Web Extender 25 Concurrent Users 15,864
► Disk Extender 5,224
► OCR Network License 1,889
► Full Text Server License 2,849
► Full Text Client License 4,726
► Print Server 1,139
► Scan Extender @499, 3 Users 1,422
► Custom Programming - Retention Management 13,800
Applicable sales tax, California, 7.75% 6,815
Software Subtotal: $108,551
• Hardware:
► Canon Rotary Filmer Scamier 1000 $ 28,738
► Canon DR508C Duplex, I V x 17", 75/150 ppm Scanner 8,564
► Database Server, 400 MHZ, 256 MB RAM, 9GB SCSI HD, 5,370
Ethernet Card, Adaptic 2940 SCSI Card, Tape Drive, 17" Monitor,
etc.
► Jukebox Server, 400 MHZ, 256 MB RAM, 18 GB SCSI HD, 4,698
Ethernet Card, Adaptic SCSI Card, 17" Monitor, etc.
► Two (2) Scanner Workstations, 350 MHZ, 64 MB RAM, 4,078
4 GB HD, 17" Monitor, etc., @$2,039 each
► Web Server, 400 MIIZ, 256 MB RAM, 9 GB SCSI HD, 4,098
Ethernet Card, Adaptic SCSI Card, 17" Monitor, etc.
► Plasmon 32 Slot, 2 Drive Jukebox, 5.2 GB Drives 10,799
(Approximately 3 Million Documents)
► Optical Disk Media @ $85 each, 32 Platters 2,720
Applicable sales tax, California, 7.75% 5,353
Hardware Subtotal: $ 74,418
• Conversion Services:
► Conversion of Human Resources Documents $ 11,110
► Conversion Building Department Images 9,300
Conversion Subtotal $ 20,410
• Installation& Training 8,500
► Includes Software and Hardware Installation and Training
for City Clerk, Building Division, and Human Resources
Department
Subtotal Software: $108,551
Subtotal Hardware: 74,418
Subtotal Conversion: 20,410
Installation & Training 8,500
GRAND TOTAL SYSTEM COST: $211,879
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MINUTE ORDER NO. lG-'" i
APPROVING ACQUISITION OF A RECORDS
MANAGEMENT BACKBONE SYSTEM FROM
ASTRO BUSINESS SOLUTIONS, INC., A
SUBSIDIARY OF CANON, USA, IN THE
AMOUNT OF $211,879.
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I HEREBY CERTIFY that this Minute Order approving acquisition of a records
management backbone system from Astro Business Solutions, Inc., a subsidiary of
Canon, USA, in the amount$211,879, was adopted by the City Council of the City
of Palm Springs, California, in a meeting thereof held on the 1st day of March 2000.
PATRICIA A. SANDERS
City Clerk
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