Vendor demonstrates cloud-based document and work-order system, shows OCR for right-to-know forms

A vendor demo of a cloud-based document-management and work-order platform drew council questions about public-records handling, customization and cost.

Nick Pisipano, who identified himself and described a system already used in neighboring municipalities, walked through a live demo showing how the platform imports PDFs, runs optical-character recognition (OCR) on right-to-know (public-record) requests, and routes requests through configurable workflows. “It’ll pull all the data off the PDF,” Pisipano said, describing automatic attachment, OCR extraction and status tracking with built-in timers (initial response expected in five days, up to 30 days for extended review).

The system supports mobile submission and photo uploads, configurable department assignment (for example, routing a branch-cleanup request to Public Works), SMS notifications for urgent items, and a public-facing link that removes the need for downloadable PDFs. Pisipano said pricing is based on document counts rather than per-user fees, with a first tier up to 50,000 documents.

Council members asked about contractor integration, bid requirements (for sanitation services), and whether outside contractors could use the system. Pisipano confirmed third-party contractors can be accommodated and recommended additional demos for other task-management platforms the borough is evaluating.

Staff and council agreed to gather additional vendor comparisons, arrange remote demonstrations where necessary, and return with formal procurement recommendations at a later meeting.