HomeMy WebLinkAboutItem 03 Approval for Transfer of Capital Funds to the Building Division for Outsourcing of Document Imaging the Center of Good Li
1116.
AGENDA ITEM COVER SHEET
Meeting Date: August 2, 2005
Item # 3 I
Reviewed By:
Contact Name: Ralph W. Jones Ill Department Director: / IN
Contact Number: 407-905-3100 X1012 City Manager: 1:/,Y,
Subject: Outsourcing of Building Division Document Imaging Scanning
Background Summary:
Ocoee is in the process of purchasing document-imaging software. To maintain productivity
standards, outsourcing of construction documents is required.
Issue:
Funding is available this fiscal year if budget transfers are approved by the Mayor and
Commissioners
Recommendations:
Approve budget transfers to begin scanning construction documents and plans.
Attachments:
E-mail from Brian Ross, Information Systems Manager.
Financial Impact:
$11,629.00 in budget transfers.
Type of Item:
❑ Public Hearing For Cleric's Deaf Use:
O Ordinance First Reading 0 Consent Agenda
❑ Ordinance First Reading 0 Public Hearing
❑ Resolution 0 Regular Agenda
® Commission Approval
❑ Discussion&Direction
® Original Document/Contract Attached for Execution by City Clerk
O Original Document/Contract Held by Department for Execution
Reviewed by City Attorney 0 N/A
Reviewed by Finance Dept. ® N/A
Reviewed by ( ) ® N/A
Mayortre center of Good Liv. CommissionersS. Scott Vandergrift
Danny Howell,District 1 � -+�. Scott Anderson, District 2
City Manager Rusty Johnson, District 3
Robert Frank — Nancy J. Parker, District 4
STAFF REPORT
TO: The Honorable Mayor and City Commissioners
FROM: Ralph W.Jones III CBO Building Official
DATE: July 22,2005
RE: Expenditures that require City Commission Approval
ISSUE
Should the Mayor and City Commission authorize budget transfers totaling $11,629.00 for imaging services to
be provided by an outsourced provider?
BACKGROUND/DISCUSSION
Due to constraints derived by work load and equipment availability, outsourcing of construction documents
imaging for record retention has been determined, by staff, to be the most effective method to reduce storage
costs.
The building division has an annual cost of over $7,000.00 for record storage. With the recent addition of
document management software, we now have the opportunity to maintain our records electronically. While
the city has purchased a large format scanner to scan construction documents, its location and speed of
operation would have a great impact on the ability of the Building division to maintain performance standards.
The information systems manager informed the Building Official that there were some unallocated funds that
was set aside for the document-imaging project that may be available for document imaging. With approval of
this request it is expected that all of the imaging of historic documents could be completed in the 05-06 fiscal
year.
From: Ross, Brian
Sent:Wednesday, July 20, 2005 9:30 AM
To:Seaver, Sherry; Jones, Ralph
Subject: Staff Report for Document Scanning
Here is the maximum amount of money that would be available for document scanning. This
money was already authorized by the commission to be used with R&S Integrated for the
Document Management System on June 21, 2005. You will need to ask for the Commission's
approval to transfer up to this amount between the following accounts:
Up to$9,936 from 001-515-00-6405(Planning Department)to 00154.50-6405.
Up to$1,693 from 001-516-00-6405(General Government)to 001 0-6405.
7
This will combine with the$2,251 already in 001-W-00-6405 for a ma mum combined$13,880
available for back scanning documents. .5a'ct
Brian Ross
Information Systems Director
City of Ocoee
(407)905-3100 x1555 voice
(407)656-7835 fax
b rossCcci.ocoee.fl.u s