Reso 2005-844 - Laserfiche WebLink

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City of Sunny Isles Beach Electronic Document Management Systems August 22, 2005 Document Conversion Proposal This part of the proposal presents costs and specifications for conversion of hard copy documents. This proposal presents pricing for several city departments The city desires to convert small and large format documents to image format; records would be 'indexed' with relative fields Several city departments desire to process selected records and view the imaged records through an established Document Management System. Records would be indexed and separated using a project determined folder/subfolder structure and an index schema for permit records. Project meetings will determine a project specification, or sample, for the determined deliverable format. R&S will produce the project specification as directed by the city of Sunny Isles Beach. R&S Integrated currently scans hard copy Incident Reports, Traffic Records, and Adult Booking Files for a county law enforcement agency, and Permit and Engineering records for the cities of Wellington, Royal Palm Beach, and Kissimmee. Examples of established policies for other conversion projects are as follows: R&S employee background checks, accepted office structure and building, inventory of record items, page to image quality control, and documented change of custody for each pick-up and delivery. The proposed conversion process is as follows - city department would inventory the records to be processed (and use separator/index sheets as required), For example, an Excel spreadsheet or database report can be used to produce an inventory of records to be transported for conversion, This event provides an inventory for the 'Change of Custody'. Records would be pick-up by R&S principals or corporate officers, The Excel spreadsheet or database report and separator/index sheets would contain the index values for the records to be processed; R&S would use these data sets to inventory/audit the records, create folders/subfolders, and index the records with relative fields The records would be transported by R&S principals or corporate officers to the R&S main office in Lakeland, Florida. The records would then be scanned to TIFF Group IV image format at 300dpi, and organized and indexed as stated (and/or determined by a project meeting prior to the conversion event) The sample project specification would be the project standard, Hard copy is returned in the same box with separator/index sheets and not re-stapled, The image records would then be written to optical disc. The optical discs are the delivery media used to upload the records into the existing document management system. If the city purchases Laserfiche, R&S professionals would accomplish the 'upload' to city's Laserfiche EDMS. The optical discs could be used for record access as well; each optical disc would have the relative folder/subfolder structure, record indexes, and Laserfiche 'Viewer' on each disc. The discs can also serve as a disaster recovery tool for the information/records, Additionally, users could take the optical discs into the 'fjeld' to remotely view the records, R&S Integrated Document Imaging and Information Management Systems I~ 1""<. ) t; , .,,/;