CC - Approving of Scannign Services - Box 066IG
TO: HONORABLE MAYOR
AND MEMBERS
ROSEMEAD CITY COUNCIL t
FROM: FRANK G. TRIPEPI, CITY MANAGER
DATE: OCTOBER 3, 2001
RE: APPROVAL OF SCANNING SERVICES
This item was presented at the September 26, 2001 City Council Meeting. The City
Council deferred this item for further information regarding the types of documents to be
scanned and the storage of scanned documents.
Viatron will-perform documentation preparation, scanning, indexing, and pick-up and
delivery of documents from City Hall. It is estimated that there are approximately
102,000 pages of Resolutions, Ordinances, Minutes and documents given to Council.
Documents given to Council, includes Council Memorandums, newspaper articles,
Sheriff's Traffic Activity reports, newsletters,- and other correspondence.- - -
All documents scanned will not be destroyed. The original Resolutions, Ordinances and
Minutes will remain at City Hall. Only the two most recent years of the documents given
to Council will remain at City Hall and the prior year documents will be 'stored off-site at
Iron Mountain. Staff can retrieve stored documents from Iron. Mountain within the same
day. The documents already stored at Iron Mountain do not warrant"scanning at this
time.
Viatron will perform these services for a fee not to exceed $10,260. This will allow the
City to have their critical documents scanned for accessibility_ and archival purposes.
Once Viatron has completed scanning said documents, staff will then scan all
documents from that point forward.
RECOMMENDATION
It is recommended that the City Council approve the attached contract and appropriate
the necessary funds from.appropriated reserves.
klo: docimagesysserv. doc
COUNCIL oGE;'tAA
OCT 0 9 2001
ITEM No.~