Laserfiche WebLink
<br /> <br />8 <br />Phase Results <br />Implementation of the program, in total, will provide the Department with: <br /> Designated legislative history, agreements and certain administrative documents <br />converted to electronic format. <br /> Obsolete records prepared for destruction approvals. <br /> The Laserfiche configured to allow point-forward electronic document management. <br /> Remote access to critical documents via a secure document repository. <br /> Staff trained in program use and maintenance. <br />Phase Duration <br />Depending upon staff availability and current RCS client obligations, this phase can be <br />completed in approximately 9 to 11 weeks after initiation. Availability of Department staff for <br />template and metadata field reviews is essential to phase completion within RCS time estimates. <br /> <br />Phase 2: Document Conversion – Deeds, Project Files, FPPC Materials <br />Phase Tasks <br />1. Review designated files in office storage rooms: <br />a. Compare files and document sets to currently approved retention schedules. <br />b. Designate files and document sets for conversion to electronic format. <br />c. Prepare inactive records for offsite storage. <br />d. Designate obsolete records for destruction. <br />2. 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 />3. 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 />In this phase, RCS will review deeds, project files and Fair Political Practices Commission <br />records for activity and retention. Files are reviewed with the City’s currently approved retention <br />schedules and designated as active, inactive or obsolete. Obsolete records are prepared for <br />destruction through the City’s destruction approval process. <br />Active and inactive files are compared with electronic document sets currently stored in <br />Laserfiche, if any. Records that require scanning are prepared for conversion to electronic <br />format. <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 />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2