During the City of Fenton's Special and Board of Aldermen Committee Meeting on December 12, 2024, a significant discussion centered around the city's document management software contracts. City Clerk Jane Hundler presented a memo detailing the current agreements with SumnerOne for the Laserfiche software, which includes an annual fee of $4,150 for five user licenses and 500 gigabytes of storage.

The meeting highlighted a proposal from ICC Community Development Solutions (ICC CDS), which offers a more comprehensive Laserfiche cloud solution tailored for municipalities with populations under 10,000. This new proposal includes a site license that allows for up to 100 users and 10 terabytes of storage, significantly enhancing the city's document management capabilities.

The proposed upgrade comes with an annual cost increase of approximately $800, which is seen as a small price for the substantial benefits it offers. The current software's limitations were acknowledged, with the existing contract not providing the same level of user access or storage capacity. The discussion emphasized the importance of this upgrade, especially as the city is in the process of converting records and managing documents more efficiently.

Additionally, it was noted that the city has secured two grants aimed at improving record-keeping, which further underscores the need for a robust document management system. The committee's consideration of this proposal reflects a proactive approach to enhancing city operations and ensuring effective management of public records.

As the city moves forward, the decision on whether to adopt the new software will likely play a crucial role in improving administrative efficiency and transparency in Fenton. The committee's discussions set the stage for future decisions that could significantly impact the city's operational capabilities.