The OnBase Management Document Solutions archive project has been completed. However, it is also an ongoing project for the City Clerk's Office and the Finance Department as more records are created daily. Archiving and digitizing will now happen periodically as it is needed. There were no barriers to implementation.
OnBase Management Document Solutions allows the City to digitize current and archived public records. The Clerk Department and Finance Department seeks reductions in paper costs, time management costs, and storage fees currently attributable to Iron Mountain Records and Storage Management. Staff estimated savings in paper costs to amount to $1,229.76; and the savings in time managemente cost equaling $4,800. This was calculated as a percentage of an intern's pay. All current city departments contract with Iron Mountain document storage. Total costs of Iron Mountain in 2010 were $134,770. Staff estimated that the Clerk and Finance Department assume a minimum of 45% of that record usage. This amounts to a savings of $60,646.50