DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Floodplain Management Scanning Project
SUMMARY:
This ordinance authorizes a contract with Open Text, Inc. to provide scanning and indexing of 3,105 existing Floodplain Management files (621,035 pages) and other related documents and convert these files into an electronic format for a total cost of $100,000.00. Funding is available in the Storm Water Regional Facilities Fund.
BACKGROUND INFORMATION:
Approximately 21,858 Floodplain Management related files are located at the El Paso, S. Alamo Street and Cherry Street locations. This large amount of hard copy files is creating a need for additional storage space. In addition, Open Records Requests consume valuable staff hours when searching for stored hard copy files and new submittals are migrating to a digital format as the City of San Antonio works toward sustainability. Texas State Law requires the retention of Floodplain Management files for 99 years.
Open Text, Inc. will pick up batched documents to scan at a City of San Antonio designated location, scan and index the documents and return the original files and an index spreadsheet to the City of San Antonio upon completion. Digital files will then be made available to the City for importation into FileNet which will be handled by the City of San Antonio Information Technology Services Department (ITSD).
This procurement will be made via cooperative purchasing agreement No. 920C-1 through the Texas Council on Competitive Government which is managed by the Texas Comptroller of Public Accounts.
ISSUE:
This contract would authorize Open Text, Inc. to scan and index the hard copy Floodplain Management related files and related documents and convert into an electronic format. The electronic files will then be made available to ITSD for importation into FileNet. The scanned files can be easily retrieved by employees, wit...
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