FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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RECORDS MANAGEMENT TRUSTED SYSTEM IMPLEMENTATION
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Purchase Order Agreement with ECS Imaging, Inc. utilizing the California Multiple Award Schedules (CMAS) Contract Number 3-19-70-2982C, to continue the implementation of Orange County Sanitation District's approved Records Management System, Laserfiche, for a total amount not to exceed $186,022; and
B. Approve a contingency of $18,602 (10%).
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BACKGROUND
Orange County Sanitation District (OC San) is continuing the implementation of OC San's approved Records Management System, Laserfiche, to preserve vital records in a multi-phase approach. Phase I was completed in FY22-23 and included the selection and implementation of Laserfiche as OC San's Records Management System as well as RestorVault cloud storage as the Trusted System backup. Phase I included the implementation of Laserfiche for the Board Services, Human Resources, and Risk Management Divisions. The remaining implementation of Laserfiche across the entirety of OC San will be broken into future phases. The next phase (Phase II) will implement Laserfiche for Life of Organization records (both physical paper records and electronic records) for the Finance and Contracts, Purchasing, and Materials Management Divisions.
RELEVANT STANDARDS
* Comply with California Code of Regulations Title 2. Division 7. Chapter 15. Trustworthy Electronic Document or Record Preservation
* Comply with transparency and communication requirements, including the Brown
Act
PROBLEM
Staff is working to ensure that all electronic versions of official documents or records, including those originating from hard copy, are stored and managed in a trusted system as required by California Government Code 12168.7. Many physical paper records still exist in buildings at bo...
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