Laserfiche WebLink
<br /> <br />2 <br />Executive Summary <br /> <br />Records Control Services, Inc. (RCS), a firm of information resource management specialists of <br />Oakland, California, proposes to provide professional expertise for the City of San Leandro (City) <br />by reviewing onsite record holdings and converting designated physical files to electronic format <br />for the City Clerk’s Office (Department) to better manage, store, track and retrieve documents. <br />Objectives <br />Implementation of this program, in total, will provide the Department with a review of record <br />holdings in offices, configuration of the City’s Electronic Document Management Software <br />(Laserfiche) and scanning of designated legislative history, recorded, project and administrative <br />documents into the system. <br />Project scope of work includes: <br />1. Reviewing physical record holdings in the Department’s three records storage rooms and <br />comparing to scanned images. <br />2. Designing and configuring templates and metadata fields for the Department. <br />3. Scanning designated physical documents into Laserfiche. <br />4. Indexing document sets, as specified in this proposal, into templates. <br />5. Testing document acquisition methods on City equipment. <br />6. Training designated Department staff on system use and maintenance. <br />By converting designated legislative, project and administrative files to electronic format, the <br />Department will streamline availability of critical documents internally and remotely by staff and <br />significantly reduce administrative costs associated with accessing information. <br />Please see the following observations and proposal for detailed program tasks, processes and <br />return on investment. <br />Implementation may begin at a mutually convenient date, following receipt by RCS of a contract <br />(of which this proposal becomes an integral part), purchase order, or the signed approval and <br />acceptance of a remittance copy of this proposal. See Terms and Disclaimer sections within this <br />proposal for RCS service and professional fee payment details. <br />Due to the vital nature of the designated documents, all configuration and scanning is completed <br />onsite at City offices. <br />RCS requires a work area with ample work surfaces near the designated physical files for record <br />review, document preparation and scanning. If RCS is using company computers, network and <br />internet access is required for access to Laserfiche. <br />Due to the Covid 19 pandemic, RCS staff will maintain the recommended distance from <br />City staff and wear personal protective equipment in open/public areas, as requested by <br />the City. <br /> <br />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2