Meeting Date: March 12, 2014
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1 Town of Moraga Agenda Item Consent Meeting Date: March 1, 014 TOWN OF MORAGA STAFF REPORT To: Honorable Mayor and Councilmembers From: Edric Kwan, Public Works Director/Town Engineer Subject: Consider Resolution -014 Authorizing the Town Manager to Award a Professional Services Contract with Records Systems Associates, Inc. (Danville in an Amount Not to Exceed $17,65 for the Integration of an Electronic Document Management Software System for all Town Departments and the Design and Implementation of a Records Improvement Program for the Public Works Department Request Consider Resolution -014 authorizing the Town Manager to award a professional services contract with Records Systems Associates, Inc. (Danville in an amount not to exceed $17,65 for the integration of an Electronic Document Management Software system for all Town departments and the design and implementation of a Records Improvement Program for the Public Works department. Background In fiscal year 01-01, the Town executed a purchase order with Records Systems Associates (RSA, a firm of information resource management specialists, for $14, to provide an inventory, analysis, and action plan for a Records Improvement Program (RIP. The Town maintains an estimated 45 linear filing feet (5,45 linear filing inches of records stored in current active filing systems, and 1,8 linear filing (16,000 linear filing inches of inactive records in the Town s records storage center, as detailed by department below. This translates to approximately 60,569 pounds, or 0. tons, of paper. These critical and sensitive records must be efficiently managed and protected, and rapidly accessible for business processes within the departments.
2 Department Linear Filing Inches Pounds of Records Public Works,487 6,89 Planning 1,976 5,44 Admin Services 80,06 Town Clerk Inactive Storage 16,600 45,650 Based on industry standards, % of all records are misfiled and 7.5% are considered lost. Misfiled and lost records cost $10 and $50 respectively to relocate or recreate according to a 1999 study by Coopers & Lybrand. The staff time required to search for misfiled or difficult to locate files create significant inefficiencies and increased costs to the Town. This agenda request is for the creation and management of these existing Town paper files in order to more easily track all documents currently in the Town offices and storage facility. For the electronic files, the Town recently purchased concurrent licenses ( persons can be in the system at the same time of efilecabinet for $, This system allows for the search of specific words in a document or graphic file or map, rather than limited to searching the file names and folders only. Discussion At the conclusion of the inventory, analysis, and action plan for a Records Improvement Program (RIP, the report recommended integrating an Electronic Document Management Software (EDMS system for all Town departments and the design and implementation of a RIP for all departments. Integration of an Electronic Document Management Software (EDMS System Implementation of this program, along with efilecabinet, will provide the Town with an expandable Electronic Document Management Software (EDMS system for creating, tracking, and managing the Town s electronic records. RSA will configure the recently purchased efilecabinet EDMS software to manage the Town s electronic documents currently located on file servers and individual staff computers. Project tasks include the following: Coordinate software installation with the Town s Administrative Services Department. Create metadata profiles and document templates for record series identified during the records inventory phase. Configure and test scanners and/or copiers as image acquisition sources. Review and test document importing from the Town s file servers. Train designated staff and management on software use and image acquisition. The Town recommends completing in fiscal year the integration of an EDMS system for all Town departments at a cost of $5, Design and Implementation of a Records Improvement Program (RIP Implementation of the program, in total, will provide the departments with the following:
3 An expandable EDMS system for creating, tracking, and managing records. Cost effective equipment and supplies for program management. An accurate, uniform filing index for classifying paper and electronic documents. Conversion of designated active records to a highly efficient filing methodology. An efficient storage system for semi-active and inactive paper records. Designated employees trained in system maintenance and procedures. The Town recommends completing in fiscal year the design and implementation of a RIP for the Public Works department and the remaining departments in future fiscal years. The cost for Public Works implementation is $1,10.40 with estimates for other departments yet to be developed. Fiscal Impact Task Description Cost Proposal Funding Source Integration of EDMS System for all Town Depts. $5,50 TM Contingency Design & Implementation of RIP for PWD $1,105 PWD Operations Total $17,65 Alternatives 1. Adopt Resolution -014 authorizing the Town Manager to award a professional services contract with Records Systems Associates, Inc. (Danville in an amount not to exceed $17,65 for the integration of an Electronic Document Management Software system for all Town departments and the design and implementation of a Records Improvement Program for the Public Works department; or. Adopt attached Resolution -014, with modifications; or. Do not adopt Resolution and provide direction to staff. Recommendation Adopt Resolution -014 authorizing the Town Manager to award a professional services contract with Records Systems Associates, Inc. (Danville in an amount not to exceed $17,65 for the integration of an Electronic Document Management Software system for all Town departments and the design and implementation of a Records Improvement Program for the Public Works department. Report reviewed by: Attachments: Jill Keimach, Town Manager A. Resolution -014 Authorizing the Town Manager to Award a Professional Services Contract with Records Systems Associates, Inc. (Danville in an Amount Not to Exceed $17,65 for the Integration of an Electronic Document Management Software System for all Town Departments and the Design and Implementation of a Records Improvement Program for the Public Works Department
4 ATTACHMENT A Resolution -014 Authorizing the Town Manager to Award a Professional Services Contract with Records Systems Associates, Inc. (Danville
5 BEFORE THE TOWN COUNCIL OF THE TOWN OF MORAGA In The Matter Of: Authorizing the Town Manager to Award a Professional Services Contract with Records Systems Associates, Inc. (Danville in an Amount Not to Exceed $17,65 for the Integration of an Electronic Document Management Software System for all Town Departments and the Design and Implementation of a Records Improvement Program for the Public Works Department Resolution No WHEREAS, in fiscal year 01-01, the Town executed a purchase order with Records Systems Associates (RSA for $14, to provide an inventory, analysis, and action plan for a Records Improvement Program (RIP.; and WHEREAS, the Town maintains an estimated 45 linear filing feet of records stored in current active filing systems and 1,8 linear filing of inactive records in the Town s records storage center; and WHEREAS, these critical and sensitive records must be efficiently managed and protected, and rapidly accessible for business processes within the departments; and WHEREAS, based on industry standards, % of all records are misfiled and 7.5% are considered lost costing the Town $10 and $50 respectively to relocate or recreate per record according for an annual administrative cost of $567,74 annually; and WHEREAS, the inventory, analysis, and action plan for a RIP report recommended integrating an Electronic Document Management Software (EDMS system for all Town departments and design and implementation of a RIP for all departments; and WHEREAS, the Town recommends completing in fiscal year the integration of an EDMS system for all Town departments at a cost of $5, and the design and implementation of a RIP for the Public Works department and remaining departments in future fiscal years at a cost of $1,10.40; and WHEREAS, funding is available for the integration of an EDMS system for all Town departments in the Town Manager s Contingency Fund and design and
6 implementation of a RIP for the Public Works department in the department s operation budget. NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Moraga hereby authorizes the Town Manager to award a professional services contract with Records Systems Associates, Inc. (Danville in an amount not to exceed $17,65 for the integration of an Electronic Document Management Software system for all Town departments and design and implementation of a Records Improvement Program for the Public Works department. PASSED AND ADOPTED by the Town Council of the Town of Moraga at a regular meeting held on March 1, 014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: Attest: Ken Chew, Mayor Marty C. McInturf, Town Clerk Resolution No. XX-014 March 1, 014
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