HomeMy WebLinkAbout11 Consideration of a Purchase to Replace an Electronic Document Imaging System Agenda Item # 11
■ UCKEE r
Public
CONSENT
To: Board of Directors
From: Robert Mescher
Date: December 05, 2012
Subject: Consideration of a Purchase to Replace an Electronic Document
Imaging System
1. WHY THIS MATTER IS BEFORE THE BOARD
Only the Board can approve purchases over $15,000.
2. HISTORY
Ten years ago, the District purchased an electronic document imaging system, called
"PaperClip", along with its new administrative services software, called "iVUE".
PaperClip stores electronic files of documents to eliminate the need to store paper
documents, thereby reducing labor and storage costs for document archiving and
retrieving.
3. NEW INFORMATION
The iVUE software, which is provided by a sole source vendor, National Information
Solutions Cooperative (NISC), has been routinely upgraded to implement new
technology. PaperClip is no longer compatible with the newest features of iVUE and is
therefore in need of replacement. NISC recommends that the District upgrade to the
new document imaging system called, "Document Vault", which is fully integrated with
iVUE and all of its newest features. District staff has reviewed Document Vault
features and has determined it meets the District's current and future needs.
Attachment 1 is NISC's proposal totaling $24,909.
4. FISCAL IMPACT
Sufficient funds exist in the approved FY12 Budget for this purchase.
The $233 monthly service fee for Document Vault is comparable to the existing
PaperClip monthly fee.
5. RECOMMENDATION
Authorize the purchase to replace an electronic document imaging system, totaling
$24,909 plus tax.
Robert Mescher Michael D. Holley
Administrative Services Manager General Manager