Laserfiche WebLink
� <br /> MEMORANDUM <br /> TO: MAYOR MCMILLAN AND COUNCIL MEMBERS <br /> FROM: DIANE TIEGS, CITY CLERK �x <br /> SUBJECT: LASERFICHE IMAGING <br /> DATE: FEBRUARY 23,2015 <br /> 'I'he Laserfiche Digital Imaging and Document Management System was approved for purchase in <br /> November of 2011 with the goal of providing electronic storage of documents that can be easily <br /> searched and retrieved. Currendy the project is in Phase 1 which was the purchase of the Laserfiche <br /> software, scanner,annual support,implementation and training. Phase 2 of the project is to <br /> implement the Weblink software to allow public access to public documents through the City's <br /> website. <br /> Due to Staff changes Phase 1 of the project halted in early 2012. The vendox Crabtree Companies <br /> was contacted to re-establish the document management system purchased. Since that initial <br /> meeting Crabtree Companies has installed all upgrades to the system. The Laserfiche software is <br /> now accessible and an inventory of what was scanned to the system has been taken. Council <br /> agendas,minutes and resolutions are partially scanned. This was a substantial investment and it <br /> would be prudent to get this up and n,nn;ng. <br /> This is a time intensive project and to move forward efficiendy outside assistance with the scanning <br /> is requested. The goal over the next months is to bring these repositories up to date and then scan <br /> property files and finance records. Bonnie Kaster and Sandie Larson are dedicated residents that <br /> have assisted with elections and some clerical work for the City of Orono. There is $8,000 available <br /> in the Administration budget that would provide 800 hours of wages at$10.00 pex houx. This <br /> would be extremely valuable to the project and benefit not only our Staff but residents as well by <br /> providing: <br /> • Improved Access to public records and improved public service with instant Web availability <br /> • Efficiendy publish documents to the Web <br /> • Provide security for digital archives <br /> • Reduce costs and relieve the paper burden with efficient electronic distribution <br />