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Board reviews document‑management cloud proposal and Microsoft Office upgrade; staff to seek additional quotes
Summary
Trustees reviewed a cloud document‑management proposal tied to prior scanning work and discussed upgrading Microsoft Office from 2016 to the 2024 standalone version; staff will seek additional quotes and reduce professional services if appropriate.
Village staff presented a proposal from a vendor described as Series Systems (Citi for cloud document management) to back up and centralize a century of building‑department records currently being scanned. The system would integrate with the village’s existing scanning and OpenGov work; staff flagged professional‑services costs and training (noting a five‑day training estimate) and said they would perform additional due diligence and solicit other quotes.
On desktop productivity, staff said the village currently uses Microsoft Office 2016, which lost vendor support in October and has produced recurring problems. An administrator explained the village can buy Office 2024 as a one‑time purchase (quoted at roughly $40 per seat in the staff discussion) or subscribe to Microsoft 365 at about $20 per user per year; staff noted Microsoft 365 remains the continuously updated option but has recurring annual cost. Trustees asked questions and directed staff to gather additional pricing information and alternatives before making a final procurement decision.
Why it matters: The document‑management system would preserve and back up historical building‑department records and improve file access. The Office upgrade addresses security and functionality problems caused by unsupported software.
Next steps: Staff will investigate other quotes for the cloud document‑management solution and discuss reducing professional‑services days where appropriate. For Office, staff will provide comparative cost analyses of standalone Office 2024 versus Microsoft 365 subscription options for board consideration.
