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Legislative Services unveils new City Council electronic records system; public can full-text search records dating to July 2020
Summary
Council staff demonstrated a Laserfiche-powered archives and search system that consolidates council records online, posts signed legislation as soon as the mayor returns it, and full-text indexes documents back to July 1, 2020.
Legislative Services staff demonstrated a new electronic records management system for City Council materials during the Rules Committee meeting on Jan. 21.
Mary Anne (Council Research / Legislative Services) told committee members the system was designed to eliminate thousands of paper records and provide public access via a user-friendly interface. The system, powered by Laserfiche, was implemented on an aggressive schedule and went live starting in July 2024; Legislative Services said it will store and full-text index council documents beginning 07/01/2020.
“Everyone has electronic access now to signed legislation, legislative files, council member meeting records, and many other council records that otherwise they would not have access to,” Mary Anne said. She walked the committee through how to reach the archive from jacksonville.gov: Government → City Council → Legislative Gateway → Council Records → Council Records Archive.
Legislative Services told the committee signed legislation is posted to the archive “as soon as the mayor returns the legislation signed to our office” and that advanced search enables full-text discovery across documents. Staff characterized the launch as part of a transparency and access initiative and demonstrated folder structure and search fields during the presentation.
There was no committee action required; members asked no follow-up questions. The system will be the city’s centralized archive for council records going forward.
