Laserfiche WebLink
<br /> <br />9 <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 />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 />Phase Results <br />Implementation of the program, in total, will provide the Department with: <br /> Designated deeds, project files and FPPC documents converted to electronic format. <br /> Obsolete records prepared for destruction approvals. <br /> Laserfiche configured to allow point-forward electronic document management. <br /> Remote access to critical documents via a secure document repository. <br />Phase Duration <br />Depending upon staff availability and current RCS client obligations, this phase can be <br />completed in approximately 7 to 9 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 3: Subject File Review & Analysis <br />Phase Tasks <br />1. Review and evaluate designated administrative “subject” files. <br />a. Determine activity status. <br />b. Compare files and associated documents to approved retention schedules. <br />c. Spot check random files and compare to electronic documents in Laserfiche. <br />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2