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REQUEST FOR CITY COUNCIL AGENDA ITEM <br />Appropriation <br />Agenda Date Requested:March 22, 2021 <br />001 -GeneralFund <br />Source of Funds: <br />Requested By: <br />Gladis Sanchez, Open Gov.Analyst <br />Department: <br />001-6067-510-5007 <br />Account Number: <br />$120,000.00 <br />Amount Budgeted: <br />ReportResolutionOrdinance <br />Amount Requested:$120,000.00 <br />Exhibits:Record Consultants, Inc. (RCI) proposaland <br />Budgeted Item:YesNo <br />BuyBoard Vendor Contract <br /> <br />SUMMARY& RECOMMENDATION <br />Electronic document management is an essential function for the City of La Porte to ensure <br />long-term preservation of records. Statutory obligations and the ability to fulfill public information <br />requests make it criticalfor City operations to be able to efficiently store information in <br />City originally acquired Laserfiche software in 2006, which allows for records to be stored <br />digitally across the organization and providing foraccessible record(s) retrieval for the public <br />and staff. <br />In 2018 and 2019,Records Consultants, Inc. (RCI) successfully digitized 169,973 of the <br />t number 625-20, RCI will again <br />provide documents/scanning and conversion services, including preparing, scanning, indexing, <br />and quality checking all documents. RCI will provide named multi-page PDF files via FTP or <br />USB media upon completion of the scanning/conversion process for the City <br />Departmentand Inspections Division. <br />Currently, various City departmentsutilize filing cabinets to store paper copies of construction <br />plans and other documents dating back to 1950 and earlier. The quality of the original hard <br />copies deteriorates over timeand the filing cabinets do not offer the search features of <br />electronic methods.Digitizing these documents preserves the original quality of the document <br />andprovides the ability to access the document from a computer or any handheld device while <br />offsite. RCI offers a highly efficient, multi-level quality check imaging process to ensure <br />complete capture of documents. <br />RCI willresume Cityimaging and conversion services for the following: <br />Inspections Records: $78,033.00 <br />Public Works Records: $19,179.00 <br /> <br />