Now 105 years old, Miami is part of the nations
eleventh largest metropolitan area. Incorporated in 1896, Miami is the
only municipality conceived and founded by a woman, Julia Tuttle. According
to the U.S. Census Bureau, Miamis population in 1900 was 1,700 people.
Today it is a city rich in cultural and ethnic diversity with 368,600
residents, 60% of them foreign born. In order to meet the needs of such
a substantial number of residents, the City of Miami found that instant
access to information was crucial. The council believed that effective
communication is an essential component of good government.
The City Clerks department for the City of
Miami uses ISYS:desktop for searching and retrieving pertinent information.
City clerks use the software to conduct word and phrase searches on the
commission meeting minutes, contracts, lobbyist information and much more.
We evaluated several other search products prior to purchasing ISYS,
but found ISYS to be more user-friendly. In addition, we found ISYS to
be more widely used. The feedback we received from the county and the
police department also users of ISYS was encouraging and
promising, says Leo Lyttle, Project Manager for the City of Miami.
ISYS allows our users, one of whom is our Mayor, to research meeting
minutes from days, weeks, even years ago.
Sylvia Lowman, Assistant City Clerk, agrees.
I use ISYS three or four times a day. I find it to be extremely
useful and effective. It saves me so much time, says Lowman.
One of the uses for ISYS:desktop is during
commission meetings, to reference previous discussions on matters. While
the meeting is being conducted, a commissioner might ask a question, for
example: When was this discussed before, and what was said about
it? What was it referenced to? The answer is as simple as entering
a word or phrase in ISYS and all the commission minutes available that
contain those words are retrieved instantly. We have staff standing
by during commission meetings, ready to use ISYS to answer any questions
asked. The meetings are much more efficient with the quick and accurate
answers ISYS helps our staff provide, says Lyttle.
The City of Miami has come to recognize
the necessity of proper document management.
Currently documents are being stored in hard
and soft copy in different areas and in different departments. Searches
in departments other than the City Clerks, are made the manual way, by
going directly to file cabinets to find documents. So the City of Miami
has plans to implement ISYS:image to scan all of the Citys documents,
therefore allowing users of ISYS:desktop access to the text and images
of all the paper documents as well as the commission minutes. Eventually,
staff will be able to search either their individual desktops or the organizations
network. We want everyone at the City of Miami to have instant access
to pertinent information when they need it. I believe that ISYS can help
us in providing this to our staff, says Lyttle.
Allowing the public to have access to the
City of Miamis legislative information is also a priority. We
plan to make our legislative information available to the public through
ISYS:web, says Lyttle. Our plan is to purchase a system to
process meeting agendas and implement ISYS:web to allow visitors of our
website to do extensive and accurate searches on the information they