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<br /> <br />6 <br />Proposal for Document Review & Conversion to Electronic Format <br /> <br />Project Introduction <br />This proposal presents project tasks and time estimates to provide the City Clerk’s Office <br />(Department) with electronic document management system configuration and scanning of <br />designated documents into electronic format for storage and remote access within the electronic <br />document management system (Laserfiche). <br />Implementation of this program, in its entirety, will provide a highly efficient management and <br />disposition system for designated records and significantly reduce management and <br />administrative costs for accessing critical information. <br />The resulting tools will allow the City to improve best records management and information <br />governance practices, and Generally Accepted Recordkeeping Principals®2. <br />Phase 1: Legislative History, Elections and Various Administrative Document Review & <br />Conversion <br />Phase Tasks <br />1. Introduce the program to City Clerk’s department staff. <br />2. Review physical files in office storage rooms: <br />a. Compare files and document sets to currently approved retention schedules. <br />b. Compare files and document sets to scanned document sets in Laserfiche. <br />c. Designate unscanned files and document sets for conversion to electronic format. <br />d. Prepare inactive records for offsite storage. <br />e. Designate obsolete records for destruction. <br />3. Review the City’s Laserfiche configuration and modify as needed: <br />a. Create document metadata templates for designated record series. <br />b. Review and approve templates with department staff, modify as needed. <br />4. Prepare and scan designated documents into Laserfiche: <br />a. Remove staples and paperclips from document sets. <br />b. Scan document sets into Laserfiche. <br />c. Quality check document images and rescan skewed or illegible documents as <br />needed. <br />d. Index document sets into associated metadata templates. <br />e. Return document sets to physical file folders and refile. <br />5. Test document acquisition methods. <br />6. Train department staff on scanning procedures and system maintenance. <br />As part of a comprehensive, legally acceptable Records and Information Management Program, <br />RCS will review records maintained in the Department’s three office records storage areas for <br />activity. Record series include legislative history (agenda packets, minutes, resolutions, and <br />ordinances), election materials, commission and committee materials, and materials received <br />from other City departments. <br />Files are reviewed with the City’s currently approved retention schedules and designated as <br />active, inactive, or obsolete. Obsolete records are prepared for destruction through the City’s <br />destruction approval process. <br />Active and inactive files are compared with electronic document sets currently stored in <br />Laserfiche. Any records that require scanning are staged for conversion to electronic format. <br /> <br /> <br />2 ® Generally Accepted Recordkeeping Principals & GARP are trademarked by the Association of Records Managers and <br />Administrators, International. <br />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2