Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Standard Service Agreement with Western Integrated Systems for Document Digitization
Date: January 24, 2023
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
It is recommended that the City of Cotati City Council by motion approve a Standard Service Agreement with Western Integrated Systems, for scanning and digitizing of hard copy Building and Planning files.
Background
Western Integrated Systems is an imaging center in Fairfield, specializing in hard copy to digital document imaging. The City utilized their services in March 2022 to convert Building and Planning files that were only available on microfiche (which was deteriorating) into digital files.
After successful completion of that test batch of documents, the City wishes to continue converting its physical files to digital format to make them more accessible to staff and the public, preservation, and freeing up storage space at City Hall and offsite facilities, as well as cost savings from use of long-term storage offsite.
The document digitation project is part of an on-going multi-year project to move processes to a digital format while also gradually converting older files that require retention to a digital format.
Analysis/Discussion
The City currently has approximately one hundred twenty (120) standard boxes of Building and Planning files on site at City Hall. Each box contains approximately one hundred large format drawings and eight hundred (800) standard pages. Western Integrated Systems will bring batches of 25-50 boxes at a time to their imaging center in Fairfield. The project consultant will bill monthly for work completed. When returning the boxes after scanning is completed, Western Integrated Systems will deliver a flash drive containing the digital files for upload to the City’s document storage platform, Docuware.
Financial Considerations
The City of Cotati Fiscal Year 2022/23 budget includes $35,000 for this Systems Record Scanning project. As such, no new or additional budget appropriations of funds are required, and no other financial impacts are expected.
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
Attachments:
Western Integrated Imaging Proposal (PDF) Western
Integrated Quality Assurance (PDF)