TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Russell Bunim, Community Development Director
1. Subject
title
Agreement with DMC Document & Microfilm Conversion for scanning of building and planning documents.
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2. Summary
Agreement with DMC Document & Microfilm Conversion for $80,000 to provide scanning and indexing of building and planning documents through June 30, 2025.
3. Recommended Action
recommendation
Approve the agreement with DMC Document & Microfilm Conversion in the amount of $80,000 for scanning and indexing of building and planning documents; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this agreement is $80,000 and will be funded through Building Records Management Fee (Fund 110):
110.6001.51670.00000 Other Professional & Consulting Services
5. Strategic Plan Goals
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. Discussion and Background
Since April 5, 2022, DMC Document & Microfilm Conversion (DMC) has been providing scanning services for the Building and Planning Divisions. As part of the service, DMC converts planning and building documents, including large scale maps and pictures, into high quality digital images and indexes the records into the City’s Laserfiche system, reducing the time for record retrieval, increasing accessibility, and transitioning to paperless records.
City departments have routinely stored hard copies of both active and historical records, at times precluding digital retrieval of the records. To improve document accessibility, Planning and Building documents stored on-site, including permits and plans, are sent to DMC for scanning and indexing into the City’s records management system, Laserfiche. After digitization, DMC returns the physical files to provide staff an opportunity to review the quality of the scanned records and then log and place files in a permanent storage location, if required.
Staff recommends approving the Amendment to the Agreement with DMC for $80,000 to provide scanning services for the building and planning divisions through June 30, 2025.
7. ATTACHMENTS
• Agreement with DMC Document & Microfilm Conversion
• Attachment A - Scope of Services