Minutes of the meeting of November 27, 2012
Call to Order: Mr. Lipski called the meeting to order at 7:30 PM.
Approval of Minutes: The recording secretary reminded the members that they lacked a quorum in September and canceled the October meeting because of Hurricane Sandy. Mr. Lipski moved to accept the minutes of August 28, 2012 and the report to the Board of Supervisors dated October 12, 2012. Mr. Davis seconded and the motion passed 4-0.
New Business: Mr. Herr and Mr. Vizy reported that they have been researching document management systems on behalf of their municipal clients and would like to demonstrate “M-Files” as an alternative to DocStar. The system does not appear to be too expensive and can be tailored to the specific needs of municipalities. It runs on SQL and will cost under $9000 for 30 users, 10 regular and 20 occasional, which would be about what the Township would need.
Mr. Vizy said that the program is very user friendly and would be an easy transition for Township employees; much easier than SharePoint, for example. Purchase would include Web based training for employees, as well as telephone support. Mr. Vizy demonstrated the program for the Committee members, highlighting the ease of use with all types of documents as well as the security features. He briefly demonstrated ways to store and index information using tax map parcel numbers so that all of the Township’s information on properties could be contained under one heading. He noted that no special hardware would be needed and it would be easy to install.
Mr. Herr said that he has some concerns about the server used for DocStar, which is due for replacement and is making noises. He said that he strongly favors moving to a different document management system rather than renewing or upgrading DocStar.
The Committee members agreed to meet with Township Manager Kurt Ferguson and his administrative assistant to discuss their needs and to interview key employees, who would be the most frequent users of any document management program to generate a wish list of required features. The members would also try to obtain trial copies of M-Files to evaluate further.
The recording secretary reminded the members that they would not meet until January because of the Christmas holiday.
The meeting adjourned at 9:30 PM.
Mary Donaldson, Recording Secretary