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Cherokee Village approves Laserfiche records upgrade; council authorizes installment payments
Summary
Council approved a digital records‑management upgrade (referred to in the transcript as "laser finch") to move files to searchable cloud storage and comply with state auditors; staff described a total cost shown in meeting materials as "$7,52" with installment payments and an annual maintenance fee discussed; the purchase was approved and will be funded from the admin/general fund with line‑item adjustments.
The Cherokee Village City Council on July 17 approved a records‑management systems upgrade to move more documents into searchable digital storage and meet state audit requirements.
Council members and staff said the state auditor is moving to electronic reviews and the city needs scanned, cloud‑searchable documents. Staff presented a vendor proposal (described in the meeting materials and transcript as "laser finch") that includes software, scanning and cloud storage. The materials shown at the meeting list a total cost in the transcript as "$7,52" and indicate the vendor would accept installment payments; staff described an annual maintenance or subscription fee that will be budgeted ongoing.
Funding and implementation: Council agreed the purchase would come from the city’s admin/general fund with adjustments to budget line items; one council member noted there is a small remaining ARPA balance that had been considered for IT/electronics. The city also discussed timing with other planned IT work (new computers and an accounting program vendor showing up in August) so upgrades will be coordinated.
Council action: A motion to approve the upgrade passed on a unanimous roll call. Staff will finalize vendor paperwork, confirm the precise contract price and payment schedule, and arrange implementation timing with IT staff and the accounting vendor.
Why it matters: Upgrading records management is intended to reduce manual paperwork, meet the state auditor’s evolving digital requests and create an auditable, searchable archive; the council authorized staff to proceed but asked staff to return precise contract and maintenance figures as they are finalized.
