Agenda - 03-18-2014 - 7a - Laserfiche WebLink

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ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 18, 2014 SUBJECT: Enterprise Scannina Proiect DEPARTMENT: Information Technologies ATTACHMENT(S): StarPoint Contract Action Agenda Item No. 7 -a PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: Jim Northrup, 919 - 245 -2276 1 PURPOSE: To implement an automated solution whereby existing paper records in Emergency Services, Human Resources and Environmental Health would be scanned and indexed, allowing said images to be viewed, stored, and managed electronically. BACKGROUND: Orange County Emergency Services, Human Resources and Environmental Health maintain various records, most of which are paper based. Currently, these departments have numerous file cabinets of paper records both historical and active. As typical with paper based filing systems, these departments experience inefficiencies, such as slowness in the access and the retrieval of records, and the occasional misfiled record. An additional impact is the bulk physical space taken up by these records. FINANCIAL IMPACT: The total contract cost for this project is $100,655. Funds for this project are currently budgeted in the Information Technologies' capital project. Electronic options were pursued with two outside companies for a smaller Child Support Enforcement scanning project in FY 2013. Northwoods, with which Orange County has an existing solution deployed with Social Services, and StarPoint, a local company offering scanning solutions. Pricing, services available, and levels of complexity were considered and the decision was made to recommend moving forward with StarPoint. This project is estimated to take seven (7) weeks per department and span over 6 months. RECOMMENDATION(S): The Manager recommends the Board approve and authorize the Manager to sign the attached contract and any amendments as necessary.