05/12/2015 (3) - Laserfiche WebLink

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CLERK TO THE BOARD 914 MEMORANDUM DATE: May 5, 2015 TO: The Board of County Commissioners THROUGH: Jeffrey R. Smith, Clerk of Circuit Court and ComptrolIC1?-110D FROM: Maria Suesz, Supervisor Clerk to the Board and Value Adjustment Board SUBJECT: Laserfiche and Granicus Software Proposal The Clerk to the Board department has an immediate need to purchase digital document management software, as our current system has failed, and is no longer capable of searching and archiving documents. Over the years, technology has changed, and the documents are accessible in several different programs and formats. Our goal, however, is to maintain our documents in one central location. We are in need of software programs that would improve maintenance and archiving County Official Documents. The attached proposals would provide the following: • Laserfiche is user friendly and enhances searching of documents • Laserfiche provides a ready image for microfilming • Laserfiche provides a workflow of documents from scanning to archiving • Granicus uploads the agenda word document • Granicus provides meeting video linked to agenda items • Both programs provide public and staff access to County documents and meeting minutes via web • Reduction of paperwork BACKGROUND AND HISTORY Since 2003, we have been scanning images of the County Official Documents into generic software, Smeadsoft, that was originally designed as a label making software. It was modified for our department to scan images for Minutes, Ordinances, Resolutions, and Official Documents. This software no longer works. In 2007 the Board requested staff to research software programs, and after having reviewed several different programs, we found these proposals to be the most conducive to our needs. These programs are currently being used in Sebastian, St. Lucie County, and Martin County. Software Proposals Clerk to the Board Page 1 178