Multi Function Printer Copier Scanner RecommendationTO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Multi-Function Printer-Copier-Scanner-Fax Vendor Recommendation
DATE: February 14, 2008
In early 2006, City staff began studying options to create a more efficient printing,
copying, scanning and faxing environment. After an exhaustive process involving most
of the City departments, in-house testing of different providers, and issuance of a
Request for Proposal, a solution similar to what is being used at businesses like
Cottingham & Butler and John Deere has been identified.
On July 17, 2007, responses were received to a Request for Proposals. Information
Services Manager Chris Kohlmann is recommending selection of Solutions
Management Group (SMG) as the service and product provider at a first year cost of
$660,358, including equipment purchase. Subsequent years are $98,624 for service
and maintenance.
The three finalists for the multi-function project had the following 5-year estimated costs:
SMG $1,054,853.72
IKON $ 955,635.05
Advanced $ 918,965.67
Choosing SMG provides $117,379 in average annual savings from current City costs.
The important thing to remember is that cost savings ($117,379 annually) is a side
benefit and not the motivation for this change to amulti-function environment. Other
more important improvements include, operational efficiency, a greater degree of
electronic storage of City information and advancing sustainable principles through use
of less electricity, paper and ink cartridges.
Funding sources have been identified in Fiscal Year 2008 to implement this important
process improvement.
Another side benefit to implementing this program is related to the Fiscal Year 2009
Operating Budget. There has been some interest from Council Members in finding
funding for the Sustainable Community Coordinator position ($73,242) and the project
to reprint Human Rights Department brochures and posters ($3,093). Of the $117,379
in annual savings from this project, in excess of $76,335 is recurring General Fund.
Therefore, these two improvement packages could be funded.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
V,
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Chris Kohlmann, Information Services Manager
Steve Brown, Project Manager
Kevin Firnstahl, Assistant City Clerk
Brenda Fuglsang, Personnel Assistant
Juanita Hilkin, Office Manager-City Manager's Office
Denette Kellogg, Office Manager-Library
Jenny Larson, Budget Director
Deron Muehring, Civil Engineer II
Kay Munson, Planning Technician
Dave Ness, Civil Engineer II
Melinda Rettenberger, Secretary-Planning
Lynn Schlueter, Secretary-Engineering
Tony Steffen, Lead Applications/Network Analyst
Kathy Sturm, Purchasing Coordinator
Janet Walker, Assisted Housing Supervisor
TO: Michael C. Van Milligen, City Manager
FROM: Chris Kohlmann, Information Services Manager
SUBJECT: Multi-Function Printer-Copier-Scanner-Fax Vendor Recommendation
DATE: February 14, 2008
BACKGROUND
In early 2006, City staff commenced studying options to create a more efficient printing,
copying, scanning and faxing environment. Some of items that were explored were:
• Reduction in total cost of ownership of printers, scanners, faxes and copiers
by:
^ reducing the number of printing, faxing, scanning and copying devices
with high cost per copy;
^ creating a standard printing, faxing, scanning and copying
environment;
^ moving to a "fax to the desktop" solution thereby eliminating 31
dedicated analog lines priced at $24.25 per month used for faxing and;
^ leveraging volume pricing for devices and supplies at apre-determined
lock-in price.
Offering high speed, quality scanning capabilities from the desktop to all
departments and making the use of Laserfiche document management
software available to all departments for archival of needed documents.
As part of the information gathering process, Solutions Management Group (SMG) from
Bettendorf, IA, and IKON Corporation Davenport, IA offered the City a free assessment of
the City's can-ent printing, faxing, scanning and copying costs. Information was gathered
using print audit assessment software (www.printaudit.com), interviews with department
personnel and data from invoiced charges. The data gathered from these two studies was
presented to you, Assistant City manager Cindy Steinhauser, former Budget Director Dawn
Lang, City Engineer Gus Psihoyos, Project Manager Steve Brown and Engineer Deron
Muerhing. SMG offered evaluation units for hands-on assessment of the concept of moving
to a multifunction environment.
Information that was discovered in the studies by the two companies were:
• Copiers currently deployed throughout the City are a mix of vendors including
Ricoh, Canon, Xerox, Mita, Sharp, HP and Minolta. Although some devices
are "multi-function" devices offering scanning, printing and faxing capabilities -
veryfew users are taking advantages of these features.
• The City does not have in place a contract purchasing strategy for office
equipment to leverage volume production.
• Due to lack of training and equipment, many departments are not utilizing
LaserFiche document management software. LaserFiche is a document
storage program that stores scanned images of documents, which can later
be retrieved through indexed text search, thereby making storage of most
paper documents unnecessary.
• Although there has been improvement in recent years, the City is by in large
very "paper-centered."
• The City produces approximately 316,735 black impressions and 18,532 color
impressions per month using all printing, copying and faxing equipment.
• For all devices used in the City, the calculated cost is approximately .08 per
printed page (both color and b/w); .03 per copied page; and .11 per faxed
page.
• Using the cost per pages printed, copied or faxed and amortizing the
purchase price of printers, faxes and copiers and scanners using straight-line
depreciation and a 5 year expected life the monthly cost of ownership is
$18,126.99 and annual cost of ownership is $217,523.88.
The initial assessments showed a move away from standalone printers, copiers, faxes and
scanners to multifunction units that would provide all of these functions, could provide an
estimated annual cost savings of $41,400. Local organizations that have already undertaken
such a move and have realized savings in costs and gains in efficiencies are Cottingham
and Butler and John Deere Dubuque Works.
Those who reviewed the initial findings determined a "proof of concept" existed for further
pursuing the implementation of such a solution.
In March 2007 a task force consisting of Steve Brown, Engineering; Kevin Firnstahl, City
Clerk's Office; Brenda Fuglsang, Personnel; Juanita Hilkin, City Manager's Office;
Denette Kellogg, Carnegie-Stout Public Library; Jenny Larson, City Manager's Office;
Deron Muehring, Engineering; Kay Munson, Planning; Dave Ness, Engineering;
Melinda Rettenberger, Planning; Lynn Schlueter, Engineering; Tony Steffen, Information
Services; Kathy Sturm Finance; Janet Walker, Housing and Community Development;
and myself began to discuss and study the proposed migration to networked
multifunction printer-copier-scanner-fax machines from stand-alone devices.
The group gathered and studied information and issues on the concept of moving to a
multi-function environment. The group also visited Cottingham and Butler to review
their implementation of multifunction devices in their organization.
On June 19, 2007, a proposal for multifunction printer-copier-scanner-fax devices was
issued. Proposals were sent to 11 vendors. Responses were due on Tuesday, July 17,
2007. Responses were received from IKON, Rudzianski Business Equipment Co.,
Advanced System, Inc, CES Computers, and SMG. Midwest Business Systems sent a
letter declining to propose. All of the proposals met the minimum requirements for
format and met the deadline for submission.
Based on the evaluation criteria of support, training and service, it was determined that SMG
of Bettendorf, IA, Advanced Systems of Dubuque, IA, and IKON of Davenport, IA, be
considered "short-list" vendors and merited further study.
Each of the short-listed vendors gave a presentation to the study group and was required to
place fully functioning multifunction devices in the following departments:
SMG -Housing and Community Development and Planning;
Advanced Systems -Information Services/Human Rights and E911 Dispatch;
IKON -City Manager's Office and Engineering.
Vendors were asked to install hardware and software for the LaserFiche interface. Training
and follow-up support were provided.
The vendors were evaluated on not only the final product installed at each location but
also on how skilled their technicians and trainers were at implementing the solution at
each site.
The evaluation units have been in the departments since late August. Users have had
the opportunity to print, scan and copy on these devices, along with testing the
integration to LaserFiche. All three vendors recommended the same LaserFiche and
fax integration software.
In early January 2008, the "short-listed" vendors were asked to respond to updated
product configurations so proposals could represent realistic costs and costs were
provided in a consistent format. Thus a comparison could be made in the most "apples
to apples" manner.
DISCUSSION
In meetings discussing evaluation of vendors, the evaluation group reached consensus
that the criteria a successful vendor must possess were:
Be able to provide excellent support;
Be able to provide good training resources;
• Be able to provide service to the account that responds quickly and accurately to
all systems administration and user questions; and
• Be able to provide the key needs in the most cost effective manner.
These criteria were applied during the evaluation period to rank the short-listed vendors.
Based on feedback from those evaluating the proposed solutions, the proposal from
SMG is the preferred solution.
Overall, SMG personnel best understood the needs of the City for this project and
provided a service and product offering based on that understanding. SMG provided
similarly sized referenced projects that not only installed comparative hardware but also
performed similar analysis and implementation work. The other vendors by in large
installed the hardware, trained users on how to use the hardware and provided after
sales hardware support. In spite of complimentary references for the hardware that was
installed and the after-sales support, the implementation and workflow assistance were
not done for the reference provided for the other vendors.
The success of this project depends greatly on the workflow implementation assistance
portion of it. It is important to have a vendor that can not only provide a working
hardware and software solution, but also one that can assist departments to maximize
the investment of the features of the hardware -printing, copying, scanning and faxing
as well as integration with the Laserfiche document management system. SMG quoted
543 hours of installation and implementation assistance compared to 333 hours from
Advanced and 339 hours from IKON.
During the product evaluation period, SMG's training and support were timely and very
thorough. SMG's solution concentrated not only on the hardware to be implemented,
but also on the needs of each department and the analysis it will take to implement the
final solution.
SMG is an experienced systems integrator and has provided similar solutions at both
Cottingham and Butler in Dubuque and at Kirkwood Community College in Cedar
Rapids. SMG is also working with ECIA on updating their technology at their offices in
Dubuque. Their staff has over ten years of experience performing systems integration.
SMG has indicated that it is in their five-year strategic plan to have an office located in
Dubuque in the very near future. Their sales representative, Tom Sharkey, is located in
Dubuque and they advise that they are active members of the Dubuque Chamber of
Commerce.
On December 3, 2007 SMG came on-site and gave a presentation of their
implementation and training strategy to a joint meeting of the multi-function evaluation
task force and the group that is studying issues related to scanning documents and the
integration of Laserfiche within all departments. The departments that were represented
at this meeting were Engineering, Housing, City Clerk, City Manager's Office, Legal,
Finance, Planning, Police, and Information Services.
In explaining their implementation and training process, SMG stated prior to delivery of
the device, they will review the features and functions of the proposed machine with
each department. Upon delivery of the multifunction device, department staff will be
trained on it and associated software. Approximately three weeks later, SMG will return
for follow-up training in each department. A short time after that training, SMG will work
with each department to develop 3 document management applications that the
department determines a priority. SMG will work with the department on creating a
workflow that addresses the need to get documents efficiently into the Laserfiche
application.
All present agreed the approach to the implementation was very acceptable and
workable. The group reached consensus that it's most important to start taking steps
toward getting documents into an electronic format and into Laserfiche. Doing nothing is
only exacerbating any current scanning and non-use of Laserfiche issues. If we don't
proceed with the implementation of the multifunction devices, all agreed that we are
only falling further behind in a move to gain efficiencies through the use of this
technology.
In every department where the test multifunction units have been placed, scanning,
printing and copying using the multifunction unit have been incorporated into daily
business operations. In departments that were already doing scanning such as
Engineering, Planning, Human Rights and the City Manager's Office, more staff were
now able to scan since the equipment was networked and readily available by not being
tied to one particular computer.
In departments such as Housing where they had never used multi-function equipment
and had never scanned documents prior to the placement of the test equipment, the
new equipment was accepted and is being used to gain efficiencies. Housing is anxious
to get started in working on getting current documents scanned into Laserfiche. At the
E911 Center dispatchers now have the ability to not only print but also copy documents
without physically leaving the dispatch area.
On December 5, 2007, I met with Kelly Larson and Carol Spinoso from Human Rights
and Brenda Fuglsang from the Personnel Department to discuss the implementation
process proposed for the multi-function units. Both had a favorable response to the
implementation and training approach that SMG would provide. Human Rights is
currently using Laserfiche and Personnel is using it on a limited basis but would use it
more if a multifunction device were located in close proximity to their offices.
Both the Human Rights and Personnel departments provided some additional
advantages that implementation of the proposed multifunction devices would provide
including:
Enhanced efficiencies. Currently staff must stand physically near the copier while
secure documents are being copied. They have limited access to scanners used
by other departments. By having a device within the office area of Personnel,
copying, scanning, printing and faxing could all occur within view of staff. Staff
could continue with other activities while copy, print or fax jobs are processing
and therefore gain productivity.
Enhanced security. Both departments deal with very secure documents. The
proposed solution provides for secure access to each multifunction device using
a login and password. Software on each device erases any memory resident
documents after scanning, copying or printing is complete. The devices are
physically in close proximity to their work areas. All of these features would
enhance HIPPA compliance. The capability to fax documents to and from the
desktop would provide superior security over documents that are sent to
standalone fax machines and may be viewed by others.
Both departments see a move to the use of Laserfiche as essential in gaining quick
search and retrieval capabilities to respond efficiently to requests for information that
may come from attorneys or insurance companies.
In April 2007, Kay Munson, Planning, as part of the work of the group studying scanning
and Laserfiche integration issues, distributed a survey instrument to all Department and
Division Managers as well as to clerical support staff. The cover memo and detailed
surveys are attached. The most common issues identified through this survey as to
why scanning is not done and Laserfiche not utilized, were lack of equipment and lack
of training. The multifunction project and the solution proposed by SMG addresses both
of these issues.
In recent discussions with departments, it was noted that most (although not all)
documents have a fairly limited life and as departments begin implementing a document
management solution - "day forward" scanning is typically the solution chosen. Without
any so-ution in place though, the backload of scanning keeps growing as departments
wait for accessible equipment and assistance with implementation of a working solution.
A move to utilizing and distributing more documents stored electronically versus in
paper copy format addresses an important goal of the City's Green Initiative. By using
and discarding less paper, we would be conserving resources, reducing water and
energy use, and preventing pollution. In addition, by replacing approximately 156
printers, 25 copiers, 31 fax machines and 5 scanners with 53 multi-function units and 4
new printers a savings in electrical consumption would also be realized.
The first year costs for each vendor including maintenance were:
Advanced Systems $665,767
IKON $719,628
SMG $660,358
RECOMMENDATION
I would recommend that SMG be contracted to provide the multifunction printer-copier-
scanner-fax machines as specified in the RFP issued in June 2007.
BUDGET IMPACT
The total cost for the SMG solution for hardware, software, systems integration, training
and support and year one maintenance is projected to be $660,357. Year 1
maintenance for hardware and software are included in the purchase price. The annual
recurring cost for maintenance is $98,624.
Included in the maintenance pricing are consumable pricing for 316,735 black
impressions per month and 18,532 color impressions per month. Overages will be
billed at $.0111 per black impression and $.0802 per color impression. The estimated
number of impressions was obtained by gleaning actual print outputs over a 3 week
evaluation period using the print audit software. I think the estimates are very realistic.
SMG has agreed to evaluate the amount charged for consumables based on actual
usage each quarter and adjust fees accordingly.
The annual cost of ownership of our existing equipment is $217,524. I have attached
spreadsheets showing a variety of cost savings depending upon the financing option
and depreciation method chosen.
If purchase of the equipment is done, average annual savings is projected to be
$117,379 (based on averaging the savings of the different depreciation methods).
As sources of funding for Year 1 costs of this project I would offer the following:
1. FY 2008 Printer, scanner and copier budgets $ 425,486
2. Projected FY 2008 Microcomputer and CIP savings $ 82,558
3. Projected Savings from a Fire Fiber Optic Project $71,853
4. Projected Savings from DLEC Storage Area Network Implementation $27,808
5. Projected Savings from Business Continuity Project $25,612
The remaining $27,040 represents a portion of Year 1 hardware and software
maintenance fees that will be deferred to July 1, 2008. All "Year 1"maintenance
contracts will show as beginning on July 1, 2008.
The portion of the maintenance due July 1, 2008 will be funded by savings from this
project. In FY 2010 and beyond a budget line item is requested to be created to fund the
request funded by the anticipated annual savings.
ACTION STEP
I would ask that you review the information presented and let me know of any questions
or concerns. I would also invite you to meet with members of the multifunction and
scanning task forces to review their needs for implementing this solution and to respond
to questions you may have. I would ask that you forward this recommendation to the
Dubuque City Council. Thank-you.
CC: Cindy Steinhauser, Assistant City Manager
Members of the Printer-Copier-Scanner-Fax Evaluation Team
Members of the Scanning Group
Planning Services Department
City Hall
50 West 13~h Street
Dubuque, IA 52001-4864
LaserFiche Survey
April 2007
Name: Dept_Division Survey Results 17 Surveys Returned
How familiar are you with LaserFiche scanning and its capabilities?
^ Not at all 9 ^ Advanced 1
^ Novice 7 ^ Expert
THE CITY OF ~ ~.~~,.~
V
Masterpiece on the Mississippi
Are you familiar with LaserFiche searching and its capabilities? 6
Do you personally use LaserFiche to search for documents? 3
Is LaserFiche software available on your computer? 7
Have you had any formal training on using LaserFiche to scan or search? 3
Do you currently scan documents into LaserFiche software?
^ Frequently ^ Never 15
^ Occasionally 2'
^ Yes ^No 11
^ Yes ^ No I4
^ Yes ^ No 9
^ Yes ^ No 1'4
If you are not scanning documents into LaserFiche, is it because of one of the following reasons?
10 ^ Lack of Equipment ^ Lack of Time 3
8 ^ Lack of Training ^ Lack of Manpower 4
8 ^ Other:
Fire - We looked into scanning old. fire reports. However, we would not be able to recall by address,
date, type of call or cad number.
Planning -Scanning delegated to staff
Police -Routine scanning is now tasked to clerical staff; Records Personnel completes this task
Human Rights -Carol. scans the documents in our office
Engineering - No template made.
City Manager's Office -Scanning. performed by Clerical staff -see Juanita's responses.
Water Pollution Control.- Document storage has not been a major issue.
If you do currently scan documents into LaserFiche software, what types of documents do you scan?
2 ^ Original Documents ^ Leases 1
1 ^ Contracts ^ Boards/Commission Applications
4 ^ Other:
Planning -Grants, annexation applications, older plans not available in electronic format.
Human Rights -Carol scans case files.
Police -Police Records (Incident, Accident, Offense, etc.)
Do you currently use OCR when you scan? ^ Yes ^ No 3
If you are not scanning originally-signed documents, what are you currently doing with the signed
originals?
EMS -Signature forms and face sheets are sent to the billing service. Signature foams for refusal of
services are filed with the EMS report.
Police -Scan for backup and file hard copy.
Human Rights -Paper filing system.
Engineering -Lynn scans as PDF.
Leisure Services -File.
Public Works -Hard copy storage: file.
Water Pollution Control -Filing Original
Community Development -Paper Filing
Water Distribution -Paper File
Building -Filing
Finance -Filing
If you do currently scan documents into LaserFiche software, what size documents do you scan?
^8%2x11 3 ^11x171
^ 8 %2 x 14 1 ^ Other: 2
Police - 35 mm photos, pawn slips 6 x 8
Economic Development -Development Agreements
Do you have archival documents that could be outsourced for scanning?
If yes, estimate amount in number of file drawers:
Planning - 5-10
EMS - 12 file drawers, 30,000 calls
Police - 100+ drawers
Economic Development -10
10 ^ Yes ^ No 4
Engineering -approximately 30 boxes+/-
Public Works - 50
Economic Development - 7
Water Distribution - 30
Building. - 30
Could your current documents be outsourced for scanning? 6 ^ Yes ^ No 6
Any additional comments:
Planning -Please defer to surveys from clerical staff for more precise answers to survey questions.
EMS -Please call me to explain our records systems.
Police -Need immediate scan and availability for follow up + confidential; Most scanned documents
are investigative reports that are confidential unless made an exception by the Iowa Code or ordered for
release by the court or by subpoena.
City Manager's Office-- Currently have LaserFiche 7.1.1 which should be updated.
Human Rights - We have things that need scanning, but confidentiality requirements limit our ability to
outsaurce.
Engineering - We would have to categorize them first.
Economic Development - I am assuming outsourcing means removing from the premises to scan.
Water Distribution -Currently do not have the equipment or-use it at another location.
Building -Probably don't rteed to be, as most everything is electronic.
Please complete this survey document and return by Apri130, 2007 to Kay Munson, LaserFiche Task
Force, Planning Services Dept., City Hall or by e-mail at Kmunson~icityofdubuque.or~. Thanks!
CITY OF DUBUQUE, IOWA
MEMORANDUM
February 14, 2008
T0: LaserFiche Task Force
FROM: LaserFiche Survey Subcommittee
RE: LaserFiche Survey Results
The results of the April 2007 LaserFiche Survey have been tallied. We received a
total of 38 surveys-21 from the Clerical Support Group and 17 from the
Department/Division Managers Group.
1) Sixteen of the survey respondents were not at all familiar with LaserFiche
scanning and its capabilities; 15 of the respondents feel they are novices; and 6
feel they are advanced LaserFiche users; no one felt they are an expert.
2) Seventeen of all surveyed stated they are familiar with LaserFiche
searching and its capabilities, while 21 were not familiar; 14 personally use
LaserFiche to search for documents, while 24 do not; 19 have LaserFiche
software available on their computer while 18 do not; and 13 have had formal
training to scan or search using LaserFiche while 25 have not had training.
3) Nine of all respondents frequently scan documents into LaserFiche
software; 4 respondents occasionally scan into LaserFiche software and 25 never
scan into LaserFiche software. Departments that currently scan documents into
LaserFiche include: Airport, City Clerk's Office, City Manager's Office, Economic
Development, Engineering, Fire, Human Rights, Legal Services, Personnel
Department, Planning Services, and Police Department.
4) Sixteen of all surveyed do not scan documents into LaserFiche because of
lack of equipment; 17 surveyed do not scan documents into LaserFiche because
of lack of training; 7 surveyed do not scan documents into LaserFiche because of
lack of time and 8 surveyed do not scan documents into LaserFiche because of
lack of manpower.
LaserFiche Survey Results
Page 2
February 14, 2008
Comments: Reasons for not scanning with LaserFiche.: No license; no
template made; Department has made no determination to use LaserFiche;
scanning is done primarily by someone else in department; training complete,
but no equipment available; document storage has not been a major issue.
5) Types of documents scanned into LaserFiche include: 12 of all surveyed
indicated original documents; 8 indicated contracts; 6 indicated leases and 5
indicated Boards/Commission Applications.
Comments: What types of documents do you scan? Development
Agreements, Legal Documents (Abstracts, Plats Exhibits, etc.); oversized
documents generated by plotter; grants, annexation applications, older plans not
available in electronic format; City Council agenda documents; case files;
correspondence; documents needing to be e-mailed to other departments, sign
permits, meeting minutes, projects files, police records (incident, accident,
offense, etc.)
6) Of the 38 respondents surveyed, 10 indicated they use OCR when they
scan and 3 indicated they do not.
Comments: If you are not scanning griginally signed documents, what
are you currently doing with the signed originals? Filing in cabinets; returning
original to originating department; scanning original as PDF; sent to billing
service; signature forms for refusal of services are filed with EMS report; scanned
for backup and file hard copy.
7) Fourteen of the respondents use 8 ~/2 x 11 format to scan; 8 use 8 ~/z x 14
format; 8 use li x 17; Police use 35 mm photos and pawn slips that are 6 x 8;
Large plats use larger format scanner on third floor; half-sheets, notebook paper
and handwritten notes.
8) Twenty-two respondents indicated that they have archival documents that
could be outsourced for scanning with the following estimates on numbers of
files drawers needing to be scanned:
Airport: 15-20 file drawers
Building Department: 30 file drawers
Economic Development: 17 file drawers
EMS: 12 file drawers
Engineering: 110 boxes stored off-site; 12 drawers of abstracts, deeds,
plat, and 4 drawers of riverfront materials.
LaserFiche Survey Results
Page 3
February 14, 2008
Housing: 75 file drawers
Leisure Services: 15 file drawers
Library: 15 file drawers
Personnel: 20 file drawers
Planning: 5-10 file drawers
Police: 100+ file drawers
Public Works: 50 file drawers
Water Distribution: 30 file drawers
10) When asked if current documents could be outsourced for scanning 14
respondents answered yes and 10 answered no.
Comments:
Airport: Would not want originals to leave office.
City Manager's Office: By outsourcing, if you mean sending out of City
Hall, our current documents are not conducive. If you mean hiring an
individual at City Hall, our documents could be scanned by that person.
Economic Development: Does outsourcing mean removing from the
premises to scan?
Engineering: Any scanning to any large degree will require an initial sort
of archived files along with management review/approval of the short-
and long-term archival procedures and allocation of outsourcing
funding/resources.
Health: Unsure of this question. Who would the outsource be? Many
documents are confidential.
Housing: Confidentiality is an issue along with Federal Requirements to
keep original signed documents/contracts/retention requirements of
Federal regulations.
Human Rights: Confidentiality requirements limit our ability to outsource.
Most of our documents are confidential.
Legal: Confidentiality would need to be maintained.
Personnel: We have hundreds, if not thousands, of documents that are
archived to be scanned but with the sensitivity and confidentiality of our
documents, we cannot outsource them to be scanned. And we do not
LaserFiche Survey Results
Page 4
February 14, 2008
have the manpower, time or appropriate equipment to do it in our current
office environment.
Police: Need immediate scan and availability for follow up and
confidentiality. Most scanned documents are investigative reports that are
confidential unless made an exception by the Iowa Code or ordered for
release by the court or by subpoena.
Attachments: Survey Results
F:\USERS\Kmunson\WP\Laserfiche Task Force\Clerical Support Survey Results Memo.frm.doc
Planning Services Department
City Hall
50 West 13~h Street
Dubuque, IA 52001-4864
LaserFiche Survey
Apri12007
Name: Clerical Support Survey Results - 21 Surveys.Returned
How familiar are you with LaserFiche scanning and its capabilities?
^ Not at all 7 ^ Advanced 5
^ Novice 8 ^ Expert
THE CITY OF
~B ~
Masterpiece on the Mississippi
Are you familiar with LaserFiche searching and its capabilities?
Do you personally use LaserFiche to search for documents?
Is LaserFiche software available on your computer?
Have you had any formal training on using LaserFiche to scan or search?
Do you currently scan documents into LaserFiche software?
^ Frequently 9 ^ Never 10
^ Occasionally 2
1 T ^Yes ^ No 10
11 ^Yes ^ No 10
12^Yes^No9
10 ^Yes ^ No 1'1
If you are not scanning documents into LaserFiche, is it because of one of the following reasons?
^ Lack of Equipment 6 ^ Lack of Time 4
^ Lack of Training 9 ^ Lack of Manpower 4
^ Other:
Chris Johnson - No license
Lynn Schlueter - No template made.
Jane Glennon -Never-determined need to use LaserFiche.
Melinda Rettenberger -Scanning done primarily by Clerical Intern
Denette Kellogg -Trained but not equipment at our location
If you do currently scan documents into LaserFiche software, what types of documents do you scan?
^ Original Documents 10 ^ Leases 5
^ Contracts 7 ^ Boards/Commission Applications 5
^ Other:
Ginny Dougherty -Other Legal Documents (Abstracts, Plats, Exhibits, etc.) oversized documents
generated by plotter.
Kevin Firnstahl -Council Agenda documents
Jenny Griffin -Correspondence
Juanita Hilkin - We scan everything and started in December 2000. We did not back scan.
Tracey Stecklein -Department Correspondence
Tusdee Blus -Documents to be e-mailed to other departments
Kay Munson -Grant Files, Annexation Requests
Melinda Rettenberger -Sign permits, meeting minutes, project files, grant files, etc.
Do you currently use OCR when you scan? I O ^ Yes ^ No 6
If you are not scanning originally-signed documents, what are you currently doing with the signed
originals?
Teresa Behnke -Filing in cabinets
Ginny Dougherty -Placement in designated files.
Kevin Firnstahl -Returned to originating Department.
Jenny Griffin -'.Sending them to the correct personnel i.e., memo to Michael Van Millgen is sent to him
and we keep a copy.
Linda Locher -Storing them in files.
Jodi Lukens -Filing.
Lynn Schlueter -.scanning as PDF's
Tracey Stecklein -Physically filing ar sending to the City Clerk
Eileen Trimble - I don't know how much time scanning takes, but at this time of the year, I don't have
time to even file things; the pile grows ever bigger on top of the filing cabinets.
Jane Glennon -Store paper documents in files.
Kathy Lamb -Filing
Tusdee Blus -Keeping paper files
Janet Walker -Keeping paper files
If you do currently scan documents into LaserFiche software, what size documents do you scan?
^8'/2x11 11 ^11x17 7
^ 8 '/2 x 14 7 ^ Other:
Ginny Dougherty -Plotter Drawings/Exhibits, legal Documents
Juanita Hilkin -Large plats that are run through upstairs scanner.
Tracey Stecklein -The City Attorney's Office has multiple-sized documents to scan; however, I have
only scanned 8 %2 x 11 to this point.
Carols Spnoso -Closed case files (need to retain for 7 years)
Kay Munson -Oversized on scanner on third floor
Melinda Rettenberger -all sizes of paper submitted to office for applications, including half-sheets,
notebook paper and_handwritten notes.
Do you have archival documents that could be outsourced for scanning? 12 ^ Yes ^ No 5
If yes, estimate amount in number of file drawers:
Gnny Dougherty -There are currently 110 boxes stored off-site; 12 drawers of abstracts, deeds, plats,
etc; 4 drawers of riverfront materials.
Linda Locher - a lot.
Lynn Schlueter -approximately 30 boxes
Eileen Trimble = 15 £le drawers
Kay Munson - 5 drawers
Peggy Dickson - 15- 20
Janet Walker - 75, but do not have the money
Denette Kellogg - 15
Could your current documents be outsourced for scanning?
8 ^ Yes ^ No 4
Ginny Daugherty - I do not have sufficient knowledge to make that determination. Any scanning to .any
large degree will require an initial sort. of archived files. Also management review/approval of the
template, short- and long-term archival procedures and allocation of outsourcing refiuldng/resources
would be beneficial.
Tracey Stecklein -Yes if confidentiality of the.. documents are maintained.
Any additional comments:
Jenny Griffin -some could not because of confidentiality.
Juanita Hilkin - By outsourcing,. if you mean sending out of City Hall, our current documents are not
conducive. If you mean hiring an individual at City Hall, our documents could be scanned by that
person.
Chris Johnson -Unsure of this question. Who would the outsource be? Many documents are
confidential.
Jodi Lukens - I personally don't have a lot but the medical end might be a better person for you to
survey.
Lynn Schlueter - We would have to categorize them first.
Eileen Trimble - I didn't answer the last couple questions. Since I have Weyer used this system, do you
scan everything you type and then not keep paper copies? If you scan everything, I don't know if they
would want to go back and do the 15 drawers we have???
Carol Spinoso -- Most of our documents are confidential.
Tusdee Blus - We have hundreds, if not thousands. of documents that are archived to be scanned but
with the sensitivity and conf dentiality of our documents, we cannot outsource them to be scanned. And
we do not have the manpower, time or appropriate equipment to do it in our current office environment.
Peggy Dickson -Would not want original to leave office.
Janet Walker -Confidentiality is an issue along with Federal Requirements to keep original signed
documents/contracts/ :retention requirements of federal regulations.
Please complete this survey document and return by Apri130, 2007 to Kay Munson, LaserFiche Task
Force, Planning Services Dept., City Hall or by e-mail at Kmunson~ciJcitvofdubuque.or~. Thanks!
Summary Worksheet , SMG .Hours
Hardware { _393,656.18
1
0
ns a lat on&Training ~ 13,68
7.50 A
Workflow 24,300.0
0
Servers for eCopy and _
C
Rightfax
{ I
- 3,000.00
- -- -
Total 1 571,503.82
Software Maintenance
Rightfax Enterprise 9.3
Year 1 --
$ -- -- _
-
-Year 2 ---- ---- +- $ -1,795.00 ;~~
Year 3 + $ 1,795.00
Year 4
- - - ! $ 1,795._00
Year 5 _$ -_ - __ 1..,795.00
eCopy --- r
Year 1 ~ $ 18,645.78 '
Year 2 - -_ - ~ $ -- - 18,645.78 4
Year 3
_ - ~ $
- 18 645.78
--
Year 4 _ I $
~ 18,645.78
Year 5 $ 18,645.7
8
Laserfiche Connector .
Year 1 $ -
Year 2 $ 9,275.00 ,
Year 3 $ 9,275.00
Year 4 ' $ 9,275.00 I
Year 5 $ 9,275.00
Accounting
Year 1 $ -
Year 2 $ 495.00
Year 3 $ 495.00
Year 4 $ 495 00
{
Year 5 $ 495.00
Total Software Maintenance
Year 1 $ 18,645.78
Year 2 $ 30,210.78
-- -
Year 3
$ -
30,21.0.78,
Year 4 $ 30,210.78
Advanced ,Hours ~ IKON
_ 417,051.00 t i__ 368,023.00
- - - - - -- -
4 168 326.00 I r 282,243.00
219 ' - 171 8, 550.00
324 r 19,440.00 ' 162 ', -
.3,000.00
-_ 3,000.00
~
543 607,817.00 ~
~ 333
661,816.00
----
I
_ _----- - --- --
$1,616
- - $1,693.00
~I ~
$1, 616
~ -
_
-
-
- $1__,616 '~ - - -- -
- -
$3,909 00
--
$1,616 f
- --
$1,616 '
- --
$7,621.00
- ,
-- -
- { $
--
12,720.00 ~ __~ -
-
I $
12,720.00. { -- --
-
$ 12,720.00 ' _ - -
-
', $ 12,720.00 " --
-_ _ _ - - _ -
$ .
12,720.00
- ~
+
I - _-
$6,334- ' ~ $15,847.00
$6,334 ~ $15,847.00
$6,334,
. -- < $15,847.00
$6,334 _
$15,847.00
__
$6,334 ~ $15,847.00
-_ $400 ~ -
$400 -
$400 i -
$400 .
$400 ' -. --
j -
$21,070 _
~
$ -
17,540.00
$21,070 $ 15,847.00
$21,070 $ 19,756.00
$21,070 $ 15,847.00
Summary Worksheet SMG ~ Hours
Year 5 $ 30,210.78 '
_--- _
Hardware Maintenance -
_
---
Year 1
$
--
68,413.20
Year 3 '~ $ 68,413.20 ~'
-
Year 4 _
$ -- --
- _ 68,4.13.20
Year 5 $ 68,413.20_ -
_ _- _ - _ _
_ _-
Total Year 1 '
$
660,357.80 -
Total Year 2
__ ----- $ 98,623.98 ~ _
Total Year 3 _
- $ 98,623.98
-
Total Year 4
-- - -
_ $
98 623.98
' --
Total Year 5 ~ $ 98,623.98
Total Investment $1,054,853.72
-- - - - ---
Funding Sources
_ __.
FY 2008 Printer,
scanner and copier '~, 'I
budgets ' 425,486.00 !,
-- --
Savings Micro CIP r 82,558.00
(Savings from DLEC
'SAN
- - 27,808.00 '
,Savings from Business -- _
Continuity
_ - -- 25,612.00
_ ~
Fire Fiber Project _
Savings 71,853.00
Total Funding Sources 633,317.00
Portion of Year '
Maintenance Fees
Deferred to July 1, 2008 ~ 27,040.80
Advanced 'Hours ~~ IKON
__ -
$ -
21,070 ~'
_
; $
-
- _ __
23,468.00
---- --
$ - - --
.
36,879.80
$
--
---
40,272.21
_$
- -
°-- _ _
_ 38 753.91 :
_
. $ _ -
40,272.21
$ _
41,052.58 _
$ 40,272.21
$ - _
-
43,373.49
--
$
--- -
40,272.21
$ _
45,738_88
~ -
$ --
40,272.21
t ,
'
- - -'
_$665,766.80- t
_ '
-- --
_;_$719,628.21
. $ 59,823.91 ~ $ 56,119.21
$ 62,122.58
- -- '~ $
--- 60,028.21
$ 64,443.49 -
$ 56,119.21
$ 66,808.88 ' _
! $ 63,740.21
'~ $ 918,965.67 ~ -
-_ _ __ _ 4
! - -
---
~I $ 955,635.05
_ ---
_ ~-
'~
~'
i
_ -_
'~
--
i
~'
-
Hours
_--~--
---- -'
--- - --
- - __ t -
_---
--
a
i
___
~ _-
__
-_
[Date]
Initial cost $533,516
Asset Depreciation Hardware and Software Salvage value $0
Annual depreciation amounts under various methods Useful life (years) 5
1 ', $213,406 $106,703 =$177,839 $160,055
2 $128,044 $106,703 $142,271 $112,038
3 $76,826 ?$106,703
.. $106,703
___ $78,427
4 $46,096 $106,703
_. w ,. $71,135
_ _. $54,899
5 $27,657 ; $106,703
_ _ ; $35,568
~ _ _~,~ $38,429
Life Total
.Average
Current annual operating hosts, and annual maintenance have been deducted from annual depreciated costs
$4,118 $110,821
$9,502 $30,843
$60,720 $30,843
$91,450 $30,843
$109,889 $30,843
_..
$275,678 $234,192
$55,136 $46,838
49, 397
'$39,685 ;($22,509}
($4,725)
._ _ w . . $25,508
..,...m. ~.,
$30,843 '$59,119
.. __
`$66,411 $$82,647
~~~
$101,978
~ ~
$99,117
$234,192 x$243,882
._~ _._ _
,$46,$38
_......
.a ~._-___. .
'$48,776
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