Approval of an Amendment to an Existing Agreement with Cynrede Inc to Digitize Finance Department Documents in an Amount not to exceed $25 000 (for a Total Contract Amount Not to Exceed $35 000). City of Culver City California City Council Agenda Item Report Meeting Date: 05/11/09 AGENDA ITEM: Approval of an Amendment to an Existing Agreement with Cynrede Inc to Digitize Finance Department Documents in an Amount not to exceed $25 000 (for a Total Contract Amount Not to Exceed $35 000). Contact Person/Dept.: Jeff Muir Finance Phone Number: (310)253 5865 Item Number: C 5 Fiscal Impact: Yes X No General Fund: Yes X No Public Hearing: Public Notification: Master E Mail Notification List (05/06/09); Cynrede Inc (05/06/09) Action Item: Attachments: X Department Approval: Jeff Muir (04/29/09) Chief Financial Officer Approval: Jeff Muir (04/29/09) City Attorney Approval: Carol Schwab (by H. Baker) (05/04/09) City Manager Approval: RECOMMENDATION: Staff recommends the City Council approve an amendment to the existing agreement with Cynrede Inc. to digitize Finance Department documents in the amount of $25 000 (for a total not to exceed contract of $35 000). BACKGROUND: Document Management is a system which provides a complete solution for the electronic capture storage and retrieval of documents. The Finance Department maintains numerous types of financial documents; some are unique to the Department and others are common across the organization. These documents are maintained and stored in various formats. Most of the Department s historical documents and files are in paper format and are stored in filing cabinets or boxes. A significant number of documents have also been converted to microfiche for long term storage. Additionally many existing electronic documents have various storage locations from personal computers (local disk drives) to multiple network locations and storage media (e.g. CD s or diskettes). These electronic documents are not organized or stored in a man...
Click here for full text