Agenda Item
City Council
Item #: 3.10. 12/12/2023 File #: 23-0812
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Susan Galvan, Assistant City Manager
1. SUBJECT
Authorize purchase of Assureon Trusted System and support from Complete Paperless Solutions, LLC as a single source vendor.
2. SUMMARY
The Assureon Server and support will provide the technology infrastructure to enable a trusted system solution for the City’s records management system.
3. RECOMMENDED ACTION
1. Approve the purchase of Assureon Trusted System from Complete Paperless Solutions for $93,192.17.
2. Authorize the appropriation of $93,192.17 from the Computer Replacement unreserved fund balance to expenditure account number 790.1601.56033.20284 Document Management Improvements.
4. FISCAL IMPACT
The total expenditure for this purchase is $93,192.17 and will be funded in Document Management Improvements (20284) through Computer Replacement (790).
Upon approval of this appropriation, the estimated fund balance in the 790 fund at June 30, 2024 is approximately $5.13 million.
This solution will also require the addition of Microsoft’sAzure cloud storage at an estimated $300.00 per month for the remainder of the fiscal year and will be funded through Information Systems (780).
The recurring maintenance services for future years will be funded through budget requests in the respective fiscal years. The FY25 cost is projected to be $27,941.00 for Complete Paperless Solutions and $3,600.00 for Azure cloud storage.
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
On February 14, 2023, City Council approved an amendment to the agreement with Complete Paperless Solutions, LLC for a three-year term for Laserfiche document management support, and City of Orange Printed on 12/7/2023Page 1 of 2
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Item #: 3.10. 12/12/2023 File #: 23-0812
Paperless Solutions, LLC for a three-year term for Laserfiche document management support, and providing product updates and enhancements. As the incumbent support provider for document management, this procurement will enhance the document management system to add a legal compliance for Trustworthy Electronic Records when the electronic record serves as the official record and must be stored in a “safe and separate location”; GC 34090, 12168.7.
In 2012, California adopted regulations that require state agencies to employ a trusted system for maintaining all electronic records created or stored as an official record. The State of California defines a trusted system as, “acombination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.” A trusted system must include an avenue for maintaining at least two separate copies of an electronic resource. A combination of proper hardware and media storage techniques are necessary to prevent any unauthorized additions, modifications, or deletions to a document. A trusted system must also stand up to the rigors of an independent audit process that ensures that no plausible scenario for altering documents is feasible.
Lastly, a trusted system requires that at least one copy of a stored electronic document or record is written that does not permit any unauthorized alterations or deletions and is stored and preserved in a separate and safe location. This procurement provides for the technology infrastructure component to comport with the trusted system requirement. Staff are actively revising policies and procedures to soon adopt and implement a trusted system trailing the installation of this trusted system infrastructure.
The Council has previously authorized licensing, services, and support from Complete Paperless Solutions, LLC and this single source purchase is a continuation of that policy.
7. ATTACHMENTS
· Complete Paperless Solutions, LLC proposal
City of Orange Printed on 12/7/2023Page 2 of 2
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