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TO: Mayor Richard C. Irvin
FROM: Michael R. Pegues, Chief Information Officer
DATE: February 20, 2020
SUBJECT:
Requesting approval to migrate the City's current document management system to Upland's FileBound Enterprise application, a three year annual maintenance and hosting fees renewal thru Upland Software, Inc., Austin TX for a total three year cost of $159,769.19. (One time migration fees in the amount of $48,885.19 and annual recurring maintenance and hosting fees of $36,961.51 thru 12/2022)
PURPOSE:
The City's current document management system (OptiView) will no longer be supported after October 2020. By migrating to FileBound Enterprise, the City will have a modern cloud-based solution that is fully supported and offers new features such as workflows, web portals, and improved searching capability.
BACKGROUND:
OptiView is the City's current product for document management. It was purchased in January 2009 from Advanced Processing & Imaging, now part of Upland Software Inc. It resides on a legacy IBM platform and a premise-based Windows server. Annual fees for the current Optiview are $24,793.81 plus $6,000 for hosting fees.
Support for OptiView will end in October 2020.
There are 1.3 million documents stored in OptiView with 10 million pages containing searchable text, images, and PDFs. Some of the departments and divisions that use OptiView include City Clerk, Development Services, Finance, Payroll, Human Resources, and Planning. Types of documents include invoices, permits, plans, violations, ordinances, business licenses, payroll listings, and personnel records.
DISCUSSION:
An advantage of staying with Upland as a vendor is that Upland currently supports both products (OptiView and FileBound) so the migration will be routine.
The introduction of workflows in the new FileBound product is a feature that could be used in areas of the City that require sign-offs and approvals before the document moves on to the next step. The public...
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