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Home My WebLink AboutAGENDA REPORT 1991 0918 CC REG ITEM 08V r • , Ø1* 'MOORPARK i�� o-� 799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864 9Q� O Og9*Eo ,J` jORPARK, CALIFORNIA City C II Meeting of--- / 199.1 MEMORANDUM ACTION: As,, , TO: The Honorable City Council I FROM: Lillian E. Kellerman, City Clerk -- DATE: September 11, 1991 SUBJECT: OPTICAL DISK INFORMATION MANAGEMENT SYSTEM BACKGROUND An optical disk information management system is a new way to process information that can fundamentally and substantially improve the operations of the City. At present information is processed largely by hand. Pulled from filing cabinets. Carried from office to office. Copied and recopied. Filed and refiled. All at a great cost of time and money and requiring increasing amount of storage space. An optical system can "capture" a document, manage it and move it electronically throughout the organization. The document becomes fully accessible and easy to process. Personnel trained for highly productive tasks can retrieve needed information and documents in seconds rather than wasting time in a "paper chase. " SAFETY/EMERGENCY MANAGEMENT The City's vital records must be safeguarded through a program of off-site storage. One 5.25 inch optical disk, at a cost of $100. 00 per disk, can hold information equal to that stored on nine hundred forty, 1 MG computer disks. "Write Once Read Many" (WORM) technology is ideal for image storage because it utilizes a laser beam to write information permanently onto non-erasable media; disks are low in cost on a per image basis and provide a high level of protection for vital information. General Government Code Section 34090. 5 provides that records stored on optical disk "shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, of the original. " PAUL W. LAWRASON JR. BERNARDO M. PEREZ SCOTT MONTGOMERY ROY E. TALLEY JR. JOHN E. WOZNIAK Mayor Mayor Pro Tern Councilmember Councilmember Councilmember •oqa 'saasn (Nyq) xaoMgau Paae eco 'uoTsuedxa iaoueu 'saATap xsip TEuolglppe ao; MOT-UP ITIM pue aeTnpom sT uoTgeanbi;uoo magsAs eqI AI1urinuow •magsAs egg ;o uoigaod AuP ao Tip .O; papTAoad aq 'Pc uoTgoagoad paoMssed AII'IKIINaQIJNOJ •pabupgc aq gouueo abeun aqg 'xslp WHOM e og uaggTaM sT abemT egg eou0 •ages-;;o pauTPguTeu[ aq ueo spaooaa ie;TA buruTequoo sxsTp ieoigdo ageoiidnu AI33YS •aaquTad aaseT a ;o paads agq ge paqurad enP sabeucT uoTgniosaa gbiq pue gxay •aiT; SOO aaquTad 'uaaaos Igo og pagoaaTp aq ueo gndgn0 India() •aseq egep aaTgua agq xo 'sguauznoop oT;Toads aaom ao auo apnTouT Aeu sagoaeas ienpTATpuI •gxaq Tin; pue 'sagep ao saaquznu 'sameu 'spaoM aaou ao auo apnTouT Aeuc cads goaees 'IvAaRiwaH '3 H()HY3S •aouegsTsse aogeaado gnoggqm ao ggTM - App e sanoq Vg ATIeoTgemogne passaooad axe sand •aggaxslp aad sabPmT 00010£ ao gxag ;o sabed 000 'oca Aiageu[Txoadde ggTM saggaxsTp (Auew peed aouo a;TJM) WHOM uo paaogs aae e;PQ •aaeM;;os buTssaooad pxoM s ,AgTO eqq buTsn pa;Tpa aq ueo saTT; gxay •passaadmoo axe sebum' •paxapuT pue paaagiT; aae sail; gxag pup sgoeagsge 'setgdeaboTTgTq quamn000 'ATTPoT;euogne paaogs pup passaooad eq ueo squamnooq ammo's '9 SSJOOHd •aeTd000gogd ao xaguiad gaCaasei 'xiagem gop P moa; !squamnoop uagglaMedAq pup gasedAq moa; pezlubooax eq ueo gxei -abed red spuooas c, ;o aqua e qe pauupos aan squamn000 •paeogAax P max; pup euTT auogdaTaq PTA sail; oTuoagoaTa moa; egep ;o ie;sueaq !uoTglubooaa xagoeaego Teoigdo pue buiuueos ;o sueeu Aq paxlnboe aap sabeuT pup gxag IndNI W3ISAS 3HI 30 sonsi Ia13vHYHJ z abed 1661 'ii aagmagdeg TTounoD A;TO aTgeaouoH Honorable City Council September 11, 1991 Page 3 CONFIGURATION Advanced File Server with capacity for 300, 000 pages of document text, searchable text index and database information and a 150 MB streaming tape for system backup. A Standard Network Core Station with a high-speed scanner that writes images directly to WORM drives that allow up to 20, 000 images per disk. This station is also used to review scanned document images in order to decide which should be converted to text, enter optional database information, perform intelligent text translation, and display side by side high resolution images and text of retrieved documents. An upgrade of two (2) existing PC's to the LaserFiche LAN with Novell Network cards and one (1) PC from a 80286 to 80386. With this configuration, we will have two (2) 5.25" WORM drives which allow 20, 000 images to be continuously stored on-line for retrieval. Additional WORM disks provide off-line storage for 20, 000 images on each disk. The system automatically prompts the user to mount the appropriate disk if it is not already on-line. A system as configured above can be purchased for a total cost of $75, 000. On a 60 month lease purchase plan this would equate to approxiate $1, 500 per month with an additional software maintenance agreement of $100. 00 per month. CITYWIDE APPLICATION Eventually every department will want to be integrated into the LAN for the efficiencies of on-line information access and retrieval. An entire planning case file can be scanned into optical upon completion of a project, resulting in a significant space savings. Zone clearances could be made available via a terminal that could be accessed by the public on the front counter. With additional software (AsBuilt $900.00) , plans and drawings can also be stored and retrieved via optical disk. The proposed configuration of the optical system does not provide for the expense of a scanner able to scan documents larger than legal size, therefore a service to scan plans & drawings would be required at a per page scanning charge. Personnel records (password protected) , warrants, vendor files, and payroll reports could be stored and accessed on optical, resulting in a space savings of four filing cabinets and allowing for instantaneous retrieval of the information. Honorable City Council September 11, 1991 Page 4 RECOMMENDATION That the Council authorize solicitation of responses to the City's request for proposals (RFP) for an optical disk system with the added option of Asbuilt software for plans and drawings.