REPORT TO COUNCIL
SUBJECT
Title
Action on an Amended and Restated Agreement with ECS Imaging, Inc. for the Purchase, Implementation and Support of the Laserfiche Enterprise Document Management System [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
In FY2016/2017, the City issued a Request for Proposal for the procurement of both an enterprise document management system as well as an agenda management system. Granicus was selected as the provider for the agenda management system and ECS, Imaging, Inc (ECS) for the purchase and implementation of the Laserfiche Enterprise Document Management System.
The Laserfiche EDMS is a unified software solution with configurable options that work together to streamline business processes as City departments move to digitize records. It allows the City to digitize records in each department, catalogue each document by the information contained in the file, align the document with the City's adopted retention schedule, and improve internal collaboration on documents and projects. System implementation involves evaluating existing business processes, working with stakeholders from different departments, allocating staff resources, and implementing the technology wisely to achieve desired operational efficiencies.
As the City moved forward with implementation, several factors impacted the implementation of the EDMS system. First, the type and prioritization of projects shifted dramatically - especially in light of COVID-19 that accelerated the need for online services in a remote work environment.
Second, competing priorities of related, but separate projects, such as NextRequest (a public records management system) and the Legal Service Request Form (an online collaboration tool for the legal review of City documents) required the reallocation of limited staff resources. As the project progressed, the City experienced turnover in several key positions that als...
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