On January 13, 2015, the City purchased the Laserfiche Avante Document Management Software from ECS Imaging, Inc., to scan, store and retrieve documents within the Laserfiche software. In the past five years, the City has purchased additional Forms and Workflow modules and licenses to increase the usage for searching and retrieving City documents. Productivity has increased within each department due to the digitization of over 159,000 records by providing easy access, a streamlined process for records management and compliance with the City's retention schedule. In addition, 85,000 of those records are accessible to the public.
Per Chino Hills Municipal Code Section 3.18.050.D., the City Manager has determined that the RFP process is unnecessary for this agreement because ECS Imaging, Inc., is the best provider based on their experience and knowledge of the City due to a long-standing relationship. Staff is requesting execution of a new agreement with ECS Imaging Inc., to continue software support and maintenance services for the Laserfiche Avante system.