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Council approves Laserfiche document-management contract with Canon for citywide records
Summary
The council unanimously authorized a five-year contract with Canon USA for Laserfiche document‑management services to centralize city records, improve indexing and provide training and administrative support.
The City Council voted unanimously on May 22 to authorize the mayor to sign a contract with Canon USA to implement the Laserfiche document-management system citywide.
Why it matters: The contract will centralize records, support a searchable document index and reduce paper storage needs across departments, including the municipal court.
Clerk John McLean summarized a multi-year procurement and negotiation process that began during the court’s request for Laserfiche. McLean said Canon offered the best citywide pricing after the vendor changed contract terms and added a 5% annual escalator; the first-year cost with tax will be a little over $36,000 and the five-year total is roughly $107,000. He said the software license covers up to 100 users and that a Canon project manager will handle setup and training.
Council members praised the move to digital records and asked about training, administration and ongoing support; McLean said the vendor will provide a project manager and initial training and that the clerk’s office will serve as the city administrator for the system.
Action: The council moved and seconded a resolution authorizing the mayor to sign a contract with Canon USA for the Laserfiche solution and recorded a unanimous vote in favor.
Ending: Council members said the system should reduce paper storage, speed public records responses and improve cross-department efficiency.
