Agenda - Council - 04/23/2002 - Laserfiche WebLink

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-16- Further discussion: Councilmember Zimmerman inquired as to what the other responsibilities would be for the position. City Administrator Norman replied that they would be reassigning some of the City Clerk's duties to the position. Councilmember Anderson inquired if staff was thinking ahead in terms of getting information ready for the website. City Administrator Norman replied that this position would do most of that work. Councilmember Kurak inquired if they anticipate that old files will be converted. City Administrator Norman replied that once a software program is implemented it would take some time to transfer that information. Councilmember Hendriksen stated that there is a wide range of what can be done that they have not even talked about. He stated that he has been involved in those types of discussions and there is a wide range in how they can accomplish record management. He noted that one area of concern is that once a document is stored electronically it can be altered without anyone knowing. City Administrator Norman agreed that the range of software available is very numerous. Councilmember Hendriksen stated that if the documents are scanned it is a picture of a page rather than it being the data. His personal recommendation would be that they get the process implemented and move forward with everything electronically, but not redo what has been done in the past. With past materials he would recommend some sort of mechanical storage. Councilmember Kurak inquired as to how they protect that data from damage. Councilmember Hendriksen replied that currently they don't have the documents protected and if that is an issue then they have someone photocopy the documents. If the overall objective is to read minutes from 35 years ago he did not think that was the best way to spend money. Councilmember Zimmerman recommended taking advantage of what other cities have done. Councilmember Hendriksen stated that they should be able to catalog the existing paperwork and store it making it accessible. He also noted that the City should be working on preparing electronic agendas. Councilmember Zimmerman recommending adding the issue of electronic agendas to the 2002 Goals and Objectives list. Motion carried. Voting Yes: Mayor Gamec, and Councilmembers Hendriksen, Anderson, Kurak, and Zimmerman. Voting No: None. COMMITTEE INPUT None. ADJOURNMENT Motion by Mayor Gamec, seconded by Councilmember Hendriksen, to adjourn the regular meeting of the Personnel Committee. The regUlar meeting of the Personnel Committee adjourned at 6:53 p.m. Respectfully submitted, Personnel Committee/March 26, 2002 Page 2 of 2 ! I I I i I I I ! I i