Agenda Item
City Council
Item #: 3.7. 4/11/2023 File #: 23-0214
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Russell Bunim, Community Development Director
1. SUBJECT
Second Amendment to Agreement with DMC Document & Microfilm Conversion for scanning of building and planning documents.
2. SUMMARY
Second Amendment to Agreement with DMC Document & Microfilm Conversion to increase compensation by $80,000 for scanning of building and planning document through June 30, 2024.
3. RECOMMENDED ACTION
1. Authorize the appropriation of $50,000 from the Building Records Management Fee unreserved fund balance to expenditure account 110.6001.51670.00000 - Building Records Management Fee - Other Professional and Consulting Services.
2. Approve the second amendment to agreement with DMC Document & Microfilm Conversion for scanning of building and planning documents; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $110,000.00 and will be funded through Building Records Management Fee (110).
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
Since April 5, 2022, DMC Document & Microfilm Conversion (DMC) has been providing scanning services for the Building and Planning Divisions. As part of the service, DMC converts planning and building documents, including large scale maps and pictures, into high quality digital images and indexes the records into the City’s Laserfiche system, reducing the time for record retrieval and increasing accessibility.
Background
City Departments have routinely stored hard copies of both active and historical records, at times precluding digital retrieval of the records. To improve document accessibility, building documents stored on-site, including permits and plans, are sent to DMC for scanning and indexing into the City’s City of Orange Printed on 4/6/2023Page 1 of 2
powered by Legistar™
Item #: 3.7. 4/11/2023 File #: 23-0214
stored on-site, including permits and plans, are sent to DMC for scanning and indexing into the City’s records management system, Laserfiche. After digitization, DMC returns the physical files to provide staff an opportunity to review the quality of the scanned records. The City will then store physical records until a trusted system is in place and we can transition to paperless records.
Planning records not currently in Laserfiche are also sent to DMC for digitization to increase efficiency in retrieving project files. Staff time required for research is drastically reduced by the digitization of records, as accessibility is improved. The physical retrieval of files at various storage locations at City Hall is time consuming and onerous. As most Planning records must be kept permanently, DMC returns the physical files to the City to allow staff to review the quality of the digitized record and then log and place files in a permanent storage location.
Staff recommends approving the Amendment to the Agreement with DMC to increase compensation by $80,000, for a total not to exceed amount of $110,000. The agreement provides scanning services for the building and planning divisions through June 30, 2024 and is paid by technology fees included in the Building Records Management Fee (Fund 110).
7. ATTACHMENTS
· Second Amendment to Agreement with DMC Document & Microfilm Conversion City of Orange Printed on 4/6/2023Page 2 of 2
powered by Legistar™