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MEMORANDUM <br /> <br />Item # <br /> <br />5.3. <br /> <br />TO: <br /> <br />FROM: <br /> <br />DATE: <br /> <br />SUBJECT: <br /> <br />Mayor and City Council <br /> <br />Sandra Peine, City Clerk <br /> <br />February I I, 2002 <br /> <br />Document Imaging <br /> <br />REOUEST <br /> <br />The city staff is requesting to purchase a document imaging system. The cost is <br />approximately $50,000. The money has been budgeted and will be funded from the <br />equipment reserves fund. The system will be initially used by the city clerk's department and <br />the police department with other city departments following. <br /> <br />WHAT IS DOCUMENT IMAGING <br /> <br />Document imaging is the conversion of paper documents into electronic images on your <br />computer. It provides the means to rapidly find, retrieve and share all documents in our <br />computer system. The level of security can be set to only allow certain individuals access to <br />certain documents. See the attached memo for further explanation of document imaging. <br /> <br />BACKGROUND <br /> <br />A committee has been actively working with document imaging vendors for the past several <br />months. The committee consists of representatives from the Clerk's Office, Planning, <br />Finance, Police, Building and Zoning Departments. The committee considered four <br />document imaging systems. <br /> <br />2. <br />3. <br />4. <br /> <br />Minolta DocXnet - (MidAmerica Business Systems) <br />Docuware- (AMI) <br />Imageflow- (Munimetrix) <br />LaserFiche - (EDP Computer Systems) <br /> <br />To assist in the decision making process we attended demonstrations of the systems and <br />visited cities that are using two of the systems. The product DocXnet by Minolta has been <br />discontinued. Imageflow is a relatively new product. There are currently 25 worldwide <br /> <br /> <br />