HomeMy WebLinkAbout2005-03-22 - AGENDA REPORTS - RECORDS MGMT SOFTWARE PGM (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item:
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
March 22, 2005
V
Sharon Dawson
RECORDS MANAGEMENT SOFTWARE PROGRAM
Administrative Services
RECOMMENDED ACTION
N
City Council approve contract with OmniRI1\4 Solutions Inc., for a records management software
program; and authorize the City Manager or designee to execute contract in an amount not to
exceed $65,000.00, subject to City Attorney approval.
BACKGROUND
Serving as the official custodian of all City records, the City Clerk is charged with the overall
responsibility for thousands of records relating to city business. The City's six departments and
approximately 26 divisions create and maintain their own records and the City does not have a
central file repository. Iron Mountain is utilized as an offisite storage facility for the retention
and destruction of inactive records. The City Clerk currently tracks the location and status of
City records manually.
The implementation of a records management software program would support management's
legal compliance obligations and better manage information assets while reducing costs and
liability, and allow more control over information. The system will automate records
management in tracking and managing records from creation to final disposition. The system
will improve access to archived information through consistency and accountability across
departments and divisions.
In July 2004, the City received six responses to a Request for Proposals (RFP) for records
management software. A committee was formed with representation from each department to
evaluate the proposals. After lengthy evaluation and live demonstrations from the vendors, the
committee deter -mined that OmniRim Solutions, Inc. was most responsive in providing a tum -key
solution.
ALTERNATWE ACTIONS
Other actions as determined by Council.
FISCAL IMPACT
Funds in the amount of $30,000.00 which includes a recurring cost of $5,398.20 for annual
maintenance are budgeted in account number 2310-7360; $15,000.00 in account number
2801-7310; and $20,000-00 in account number 2310-8001.