Title
First Amendment to Subscription Services Contract with Chaves Consulting for the Provision of Hosted Electronic Records Management System Services (ERMS) and Related Services
Body
RECOMMENDED ACTION (Motion):
Staff recommends approval of the first amendment to the Subscription Services Contract with Chaves Consulting and authorize the City Manager to execute the amendment.
BACKGROUND:
Staff is asking the City Commission to approve an amendment to the Subscription Services Contract with Chaves Consulting to include a new "inquiry only" account offering with a reduced rate option, which was previously unavailable and saves the City money.
Due to the ever-increasing challenge to manage the City's electronic information, the ever-increasing requests for records, and the costs to store and maintain electronic records, the Secretary of State's Archives Division has developed a premium solution through an innovative "Software as a Service" (Saas) model. Because maintaining electronic records manually is virtually impossible, technology was introduced to help manage information more effectively. Electronic records are difficult to store, organize and search due to the sheer volume of records being created. These problems are growing exponentially without an effective way to mitigate risks due to poor or non-existent electronic records management solutions. Through the efforts of the Oregon Secretary of State's Archives Division, a unique, public-private partnership with Chaves Consulting, Inc., Arikkan, Inc., and Hewlett Packard was established to implement the first statewide, private government cloud electronic records management solution in the country. According to State Archivist, Mary Beth Herkert, Oregon's cloud-based HPERM (Hewlett Packard Enterprise Records Manager) system allows agencies to systematically and routinely manage information from creation until final disposition, while providing better access to this information and potentially reduc...
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