Laserfiche WebLink
<br /> <br />3 <br />Observations and Recommendations <br />Introduction <br />At the request of Ms. Kelly Clancy, Acting City Clerk, RCS obtained information regarding current <br />records management practices in the City Clerk’s Office (Department). <br />This report contains recommendations and proposals for reviewing the Department’s physical <br />record holdings in offices, configuring the City’s electronic document management system <br />(Laserfiche) and scanning designated documents providing the basis for a uniform, legally <br />acceptable Records Management Program. <br />This program will provide the Department with remote access to critical documents in electronic <br />format. <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. <br />Purpose <br />The purpose of this proposal is to provide the Department with a review of record holdings within <br />three office records storage rooms, electronic document management system configuration and <br />scanning of designated documents into electronic format for storage and remote access within <br />Laserfiche. <br />Scope <br />The program provides a review and comparison of physical record holdings to records scanned <br />into Laserfiche, configuration of Laserfiche templates to best identify scanned documents, and <br />conversion of unscanned hard copy documents to electronic format for identified records <br />managed and stored within the Department’s three office records storage rooms, including the <br />following physical document sets: <br /> Agenda Packets <br /> Certain Administrative Documents <br /> Boards, Commissions & Committees <br /> Deeds <br /> Minutes (1990 forward) <br /> Minute Orders (1996 forward) <br /> Resolutions & Ordinances (1996 <br />forward) <br />o City Council <br />o Redevelopment Agency <br />Initial Observations <br />Due to recent conditions related to the Covid 19 pandemic, the Department realizes the need for <br />remote access to critical legislative history, recorded, project and administrative documents. This <br />requires digital conversion of documents into a secure repository accessible via a VPN <br />connection or web portal. <br />Based on a review of three storage locations, RCS assumes that the Department currently <br />maintain an estimated 4,461 linear filing inches of documents in current shelving, boxes and <br />loose volumes. Based on an average of 175 document pages per linear inch, RCS estimates a <br />count of 720,825 pages in roughly 13,100 separate folders and other containers. <br />Documents are contained in standard legal-sized file folder, end-tab folders, acid-free containers, <br />binders, and bound volumes on shelves and in records storage boxes. Many folders use <br />fasteners to hold documents. <br />The Department currently uses Laserfiche to store vital and critical documents in electronic <br />format. RCS observed documents stored in the Department’s section in Laserfiche and found <br />some document sets already scanned and stored. Accuracy and completeness of scans are <br />unknown. <br /> <br />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2