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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: May 20, 2008 <br />Action Agenda <br />Item No. 1~- - r <br />SUBJECT: Contract Award: Document Management System for Commissioner's Office <br />DEPARTMENT: BOCC, Information Technologies PUBLIC HEARING: (Y/N) No <br />Purchasing <br />ATTACHMENT(S): <br />Contract <br />INFORMATION CONTACT: <br />Donna Baker, 245-2130 <br />Todd Jones, 245-2285 <br />David Cannell, 245-2651 <br />PURPOSE: To consider approving a contract with MCCi of Tallahassee, Florida to purchase <br />Laserfiche Document Management Software. <br />BACKGROUND: The Orange County Commissioner's Office currently has Board of <br />Commissioners meeting agendas and abstracts in digital format dating back to January of 2000 <br />These items are posted on the County website and available to the public in Adobe Acrobat <br />(.pdf) format. (The Clerk's records go back to 1937 with 1937-1999 in adobe format.) While this <br />format serves well for storing and viewing documents, the indexing system used to organize the <br />data is not user friendly when it comes to searching documents for specific key words or <br />phrases. The difficulty in searching documents is a hindrance to staff as well as members of the <br />public. With Laserfiche, all users would be able to do one word searches on these documents <br />for instant retrieval. Over the past few years, the Board has expressed its desire to see <br />improvements in the search capabilities available on the County's website. <br />• Laserfiche Software, document management software, will facilitate user-friendly <br />searches of previously digitized agendas and abstracts and provide the same <br />opportunities for future documents. Staff selected Laserfiche due to its expertise in this <br />field -and wide deployment in North Carolina local governments. <br />• Laserfiche is a product of MCCi, which is a division of Municipal Code Corporation <br />(MCC), which the Clerk's office contracts with for ordinance codification: MCC has been <br />serving local governments for more than 50 years and has a proven track record of <br />developing services to meet local government's needs. MCC's philosophy includes <br />providing cost effective, easy to use products and providing personalized customer <br />service. <br />• MCCi focuses on Local Governments and was created by Municipal Code Corporation to <br />focus on innovative technologies for Local Government. MCCi provides LaserFiche <br />software and services to more than 250 cities and counties. <br />