Laserfiche WebLink
<br /> <br />10 <br />2. Purge inactive and obsolete records: <br />a. Place inactive records into records storage boxes. <br />b. Inventory records in each box. <br />c. Place a spreadsheet listing on top of records within each box. <br />d. Separate obsolete records into containers of the Department’s choice. <br />e. Prepare obsolete records destruction approval forms. <br />f. Submit destruction approval forms to the Department for routing. <br />In this phase, RCS will review the Department’s subject files and compare them to the City’s <br />current records retention schedules. <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 />RCS will spot check files and compare with electronic document sets currently stored in <br />Laserfiche. Upon completion, RCS will provide the Department with a cost estimate to convert <br />remaining files to electronic format. <br />RCS requires a work area with ample work surfaces near the designated physical files for <br />document review. If RCS is using company computers, network and internet access is required <br />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 where seclusion <br />is not an option. <br />Phase Results <br />Implementation of the program, in total, will provide the Department with: <br /> Inactive and obsolete records purged for disposition <br /> Cost estimates for conversion of subject files/documents to electronic format. <br />Phase Duration <br />Depending upon staff availability and current RCS client obligations, this phase can be <br />completed in approximately 6 to 8 weeks after initiation. <br /> <br />Terms <br /> Unless otherwise noted, professional fees include all costs for labor and are firm for a period <br />of 60 days from the date of this proposal. RCS reserves the right to extend this period to <br />allow for annual budgeting processes. <br /> Invoices will be due upon receipt by the City, and payment must be received by RCS within <br />30 days of the invoice date. <br /> Additional contact time unrelated to this proposal will be billed at $200.00 per hour, in 15- <br />minute minimum increments. RCS will notify the City prior to incurring any unrelated contact <br />time and obtain approvals from City management or designated project manager. <br /> All travel expenses are estimates. Actual expenses will be billed periodically as incurred by <br />RCS staff and principals. <br /> Project duration estimates depend upon City staff availability. If project implementation is <br />delayed due to availability of City staff, RCS reserves the right to modify payment schedules <br />according to completed project tasks and/or delay timelines. <br /> Project tasks are presented in the anticipated order of implementation. RCS reserves the <br />right to modify the order of project tasks to efficiently complete implementation, as necessary. <br /> <br /> <br />DocuSign Envelope ID: 0DCE7A8F-6B47-450F-807B-9B4D58F0CED2