Laserfiche WebLink
<br /> <br />7 <br />RCS will create metadata fields and templates based on key data used to search for documents. <br />Metadata fields may include: <br /> Subject <br /> Descriptions <br /> Event dates <br /> Drop-down fields with common terms <br /> Project numbers <br />Templates and metadata fields are reviewed with Department staff, modified as needed and <br />approved prior to scanning documents. <br />After templates are approved, RCS will scan the designated documents to electronic format. <br />Designated documents are either scanned into Laserfiche directly or scanned to an external <br />drive and imported into Laserfiche for secure storage and remote access by department staff. <br />Documents will be removed from file folders and prepared for scanning by removing paper clips <br />and staples and straightening documents where needed. <br />Using RCS equipment, documents are scanned in a compatible format (e.g., PDF, PDF-A, TIFF) <br />at 300 DPI resolution in color. Document sets are scanned as follows: <br /> Standard file folders: full folder scanned as one document set. <br /> Book-bound agenda packets: documents removed from bindings and scanned as one <br />document set. <br /> Document sets in binders: documents removed from binders, scanned as one document <br />set and returned to binders. <br /> Loose documents in acid free containers: documents removed from boxes and scanned <br />as one document set. <br />After scanning, documents are quality checked for skewed or illegible pages and rescanned <br />where necessary. Data associated with the document set is entered into metadata templates <br />and saved. Documents are processed with an optical character recognition component within <br />Laserfiche for full text searching. <br />Documents are returned to their original file folders without fastening, re-stapling or paper- <br />clipping after scanning. Where practical or necessary, larger document sets may be contained <br />using binder clips. <br />RCS will also test methods of acquiring documents using City equipment available to the <br />Department. Tested systems include: <br /> Copiers and multi-function machines in centralized locations <br /> Desktop scanners <br /> Saving from applications <br /> Printing from applications <br /> Drag & drop from desktops directly to Laserfiche <br />RCS will coordinate with the City’s Information Technologies department, as needed, to test <br />document acquisition through available machinery. <br />Due to the sensitivity and vital nature of the designated documents, all configuration and <br />scanning is completed onsite at City offices. <br />RCS requires a work area with ample work surfaces near the designated physical files for <br />document preparation and scanning. If RCS is using company computers, network and internet <br />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 upon request of <br />the City. <br />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2