9/15/1992 - Laserfiche WebLink

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ON MOTION by Commissioner Scurlock, SECONDED by Commissioner Bird, the Board unanimously (4-0, Chairman Eggert being absent) granted the applicant's request to modify the period of time covered by the approval extension from 12 months to 18 months with new expiration date of the Phase I preliminary PRD of February 21, 1993. B. Acquisition of Optical Scanning/Retrieval System - Utility Services Department The Board reviewed the following memo dated 9/3/92: DATE:._ SEPTEMBER 3, 1992 TO: JAMES E. CHANDLER COUNTY ADMINISTRATOR FROM: TERRANCE G. PI DIRECTOR OF UTIL S ICES STAFFED AND HARRY -,E. ASHER. PREPARED BY: ASSISTANT DIRECTOR OF UTILITY SERVICES SUBJECT: ACQUISITION OF OPTICAL SCANNING/RETRIEVAL SYSTEM FOR THE DEPARTMENT OF UTILITY SERVICES BACKGROUND: An optical scanning/ retrieval system to replace the current manual records retention/ archival system of monthly billing registers, impact fee financing agreements, developer's agreements, capacity reservation forms, and easement forms was approved in the Department's 1991-92 budget. The Department has researched its needs based on growth potential, State of Florida Records Management Archival Storage Requirements, space availability, and production costs. ANALYSIS: Several companies have provided documentation and demonstrations to staff. The Department must endorse a system that provides for automated, virtually unattended, transfer of spooled files from the AS400 and RISC 6000 to optical disk storage, plus have compatibility to PC applications to scan contracts, lien agreements, developer's agreements, and images for signature blocks. This measure basically eliminates the need to print/store binders of statistical summary information concerning utility billing data. The information stored on optical disk will. provide ease of reporting/reviewing and retrieval for auditing and public access. By eliminating the storage needs, additional space currently taken by shelves and filing cabinets can be utilized to expand customer relations work areas. - The Department needs require that documents can be scanned as images to secure signatures in respect to lien agreements, bids, and contractual services; also, that records be transferred electronically to disk storage. The Department has reviewed a variety of companies and has found only one company that can address our needs with one software and provide hardware, configuration, and technical support. Other vendors can address only the image _--scanning or only the spool file aspect. 5 BOOL( o 7 PAGE 530 SEP 15 1997