CC - Item 5B - Electronic Document Management System•
[7]
;1 ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER
DATE: AUGUST 26, 2008
SUBJECT: ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS)
SUMMARY
At the May 13, 2008 meeting, City Council approved a Request for Proposal for an
electronic document management system (EDMS). A Request for Proposal was issued
on May 14, and on June 18, 2008, four bids were received for this project.
The project will enable the City to create an electronic image of vital documents. The
system has the ability to index all imaged documents, enabling staff and the public to
search for past agendas, minutes, staff reports, resolutions, ordinances and other public
documents. Document imaging also helps with the preservation of vital City records
and provides a back up in the event of damage from water, fire, and deterioration.
Staff Recommendation
Staff recommends that the contract be awarded to Datanet Solutions Inc. (Datanet), for
the total bid price of $57,789.31, and authorize the City Manager and the City Clerk to
execute the contract.
DISCUSSION
On May 13, 2008, City Council approved the Request for Proposal for an Electronic
Document Management System (EDMS). Staff received bids from four companies:
Vendor
Bid
Software
Cook Arthur
$68,406.49
Libertynet Software
Datanet
Solutions, Inc.
$51,789.31
Laserfiche 7.0 With
a free Upgrade of
8.0
ECS
$49,879.13
Laserfiche 8.0
Sire
$79,219.00
SIRE Capture
APPROVED FOR CITY COUNCIL AGENDA: 1)
T E C H N O L O G I E S
a Y A L P H A C O F P
Contact Information:
Bruce Elliott, Director of Client Services
949.768.8882 Office
949.300.0636 Mobile
bel liottr(c~si retech nolog ies.com
Home Office:
• 3676 W. California Ave., Unit B100
Salt Lake City UT 84104
+1801.977.8608 Tel
+1801.977.8775 Fax
www. s i retec h n o l og i es. c orn
Document Imaging Storage
Retrieval System
Request for Proposal
Pricing
City of Rosemead CA
Attention: Pat Piatt
Management Analyst
8838 E Valley Blvd.
Rosemead, CA 91770
Phone: (626) 569-2102
Fax: (626) 307-9218
For more information on SIRE's products please visit www.siretechnolggies.com.
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Versatile production scanning with a twist!
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Dependable performance that adapts to almost any situation.
► Unique, 200-page automatic document feeder
(ADF) swivels to accommodate different users
and installations
► Scans up to 57 ppm/114 ipm in color and
monochrome at 300 dpi
► Ultrasonic Double Feed Detection
► Dual Ultra SCSI and USB 2.0 interfaces integrate
easily into most environments
► Enhance productivity with Fujitsu service
and support
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FUJITSU
THE POSSIBILITIES ARE INFINITE
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Enhanced features and flexibility for your
production environment
The Fujitsu fi-5750C, based on the popular M4097
and fi-4750 series, improves productivity in so many
ways. Fast, 57-pprn/114-ipm color and monochrome
scanning at 300 dpi (600 dpi. optical resolution)
lightens your workload all the way up to its daily
duty cycle of up to 8,000 documents. Flatbed
operation and a versatile, 200-page automatic
document feeder (ADF) handle a wide variety of
paper sizes, as well as irregular documents. And
for maximum flexibility and comfort, the ADF slides
and rotates to three different positions to accom-
modate left and right handed users.
With 256 MB of memory and onboard JPEG
• compression the ft-5750C processes color images
with ease and can accommodate documents up to
34" in length. High-speed UltraSCSI and USB 2.0
interfaces keep up with throughput demands, while
the full versions of Adobe" Acrobat" 6.0 Standard
and ScandAll 21 add value and functionality.
On-site service helps maximize uptime.
The fi-5750C scanner includes a 90-day, on-site, Limited
Warranty. A free, nine-month depot service upgrade is
also available (some restrictions apply). For full details
on the Umited Warranty and on all service programs, go
to www.imagingSer.,ice.com or call (800) 301-9475.
About Fujitsu Computer Products of America, Inc.
Fujitsu Computer Products of America, Inc. is a
subsidiary of Fujitsu Limited, a leading provider of
customer-focused IT and communications solu-
tions for the global marketplace. FCPA provides
innovative solutions for the U.S. marketplace.
Current product and service offerings include: high
performance hard disk drives, magneto-optical
drives, scanners and scanner maintenance.
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
Table of Contents
SORE.
www siretechnologies.com
A. FIRM'S QUALIFICATION/EXPERIENCE
FIRM OVERVIEW
REFERENCES
FINANCIAL STATEMENTS
OTHER PROJECTS INVOLVED WITH
FUTURE DEVELOPMENT
EL PROPOSED PROJECT TEAM/STAFF AND QUALIFICATIOI
C. PROPOSED PRODUCT(S)/SERVICES(S)
D. SUPPORT/WARRANTY/MAINTENANCE
Installation
Education and Training
Testing and Support
Operation Manuals/Handbooks/Documentation Warranty
Conversion
Spare Parts
Maintenance
Test Equipment
Impact on Current System
Schedule
E. PRICING/FEES
F. SUPPORTING MATERIALS/ADDITIONAL INFORMATION........
Attachment 1 SIRE Technologies - Company Form
Attachment 2 - SIRE Information Packet
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Electronic Document Management System RFP Page 1
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SIRE Technologies' Response to the City of Rosemead, CA S ORE-
lune18.2008
0 www siretechnologies com
A. FIRM'S QUALIFICATION/EXPERIENCE
Re: SIRE Technologies' Response to City of Rosemead's RFP
To Whom It May Concern:
SIRE Technologies' Mission Statement is: "To provide the most comprehensive solution to enterprise-
wide needs for managing the full range of document and information object types found in an
enterprise in order to make the information useful and productive for its users." It is for this purpose
that SIRE Technologies will deliver a system which meets the needs outlined in the Request for
Proposal for City of Rosemead Document Imaging Storage Retrieval System. The solution presented
in this proposal utilizes SIRE's proven system software for the management of electronic documents
• across the enterprise. SIRE Technologies has specific experience with city government which will
benefit the City of Rosemead by offering out-of-the-box from other implementations in state and local
government operations.
Effective information management is critical to the success of nearly every facet of the enterprise. The
Electronic Document Management System will provide accurate, rapid and controlled communication
of technical information throughout the organization and to the public. The City of Rosemead's internal
and external users will benefit from the cost-effective service and a quality operation the system
affords. In addition to meeting the RFP requirements the SIRE Document Management Solution will
deliver accurate building plans, permits, zoning and zoning reference maps, zoning files, building
cards, drawings, and other reference data which are required for operations and, in many cases, by
law, reliably and quickly for the City of Rosemead's Departments. Up-to-date, accessible records
which are indispensable for efficient field operations will be provided. For any organization to receive
the greatest benefit, documents must be promptly accessible from any location throughout the
Enterprise; SIRE's systems are maximized to deliver any size document or drawing within seconds to
any user regardless of location.
SIRE Technologies works in the Local, City, County and State government market. 95% of our
customers are from this market place. The other 5 % of our customers come from private industry.
Our applications and products have been created at the request and with the input of our clients. We
are able to provide for a large number of the City's request because of our vast amount of Government
experience.
0 Electronic Document Management System RFP Page 2
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SIRE Technologies' Response to the City of Rosemead, CA SORE .
c c Jun
e 18, 2008
www siretechnologies.com •
SIRE Technologies has become a leading supplier of document management solutions nationwide
and Canada, from departmental to enterprise-wide. SIRE is dedicated to providing state-of-the-art
solutions for efficient management of information. We look forward to the opportunity to add the City to
our list of satisfied customers.
SIRE Technologies will perform the services and provide the system as required in the RFP. We have
received all amendments and agree to the terms and conditions set forth in the RFP and are able to
enter into a contract with the City if selected as your service provider.
I am Bruce Elliott and am authorized to 1) Answer questions regarding the RFP Proposal, 2)
Authorized to take care of contract negotiations, and 3) Sign the RFP Documents.
Sincerely,
Bruce Elliott
Regional Director, Client Solutions
801.977.8608 (office)
949.300.0636 (mobile)
belliott(d)siretechnologies.com •
http://www.siretechnologies.com
Date: 06/18/2008
2. Principal business location and any other service locations::
SIRE Technologies principal business location and headquarters is in Salt Lake City Utah.
The address is: 3676 West California Ave. Unit B100, Salt Lake City, Utah 84102. The
Company Phone Number is (801) 977-8608. Fax Number is: (801) 977-8775. Web Site is:
www.siretechnologies.com We have a Regional Office in California. The address is: 26741
Portola Parkway, Suite 1E-201, Foothill Ranch, CA 92610. Phone Number is: Business, (949) 768-
8882.
3. Primary line of business:
SIRE Technologies, Inc (a subsidiary of AlphaCorp), develops, delivers, and supports its own
Electronic Document Management System (EDMS) and Agenda Automation Software called SIRE
(Store, Index, Retrieve, and Exchange). This powerful product suite helps business, governmental,
and educational organizations dramatically reduce the costs of manually processing, storing, and
retrieving their documents and information. At the same time, SIRE helps them increase their
productivity, profitability, and security.
Electronic Document Management System RFP Page 3
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SIRE Technologies' Response to the City of Rosemead. CA S - ORE.
June 18, 2008
www
• - - - .-s_iretec n_ologies com
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SIRE has been developing our Agenda and Document Management solutions since 1983. SIRE has a
unique document management and imaging software package that is able to interface PC and Internet
environments and storage devices including HP, IBM, SUN, Windows NT, and Novell platforms. SIRE
has unique communications and network capabilities that allow management and transmission of
images from standard page sizes to engineering drawings (D-E sizes) on a LAN or WAN.
Our combination of people and resources has allowed SIRE to achieve a strong national presence.
SIRE currently has an installed base of approximately 40,000 users. Our client base represents a
cross-section of industries including government, manufacturing, legal, technological, utility, publishing,
education, and accounting. Our success in these areas relates directly to two important factors: the
quality of our personnel and our team approach to total customer satisfaction.
Experience has taught us that sometimes our clients need only to streamline and automate existing
processes. Others want to re-think the way they do business in response to new or changing
ordinances, newly elected leaders, or departmental growth. SIRE's solutions are modular in design
allowing us to affordably provide our customers with a fit that best suits their circumstances and needs.
Yet our straight-forward pricing methodology, combined with products that contain a long list of
standard features, provide our clients with the best value possible.
SIRE Technologies is about People, Products and Promises working together to pave the way for
our clients to achieve outcomes they never dreamed were possible.
People - SIRE brings together dedicated and highly skilled professionals with people like you
• who are looking to find the best solution to the challenges they face. As with our clients, you'll
soon find that our staff quickly becomes your advocates for success and a trusted advisor in
finding answers. We invest the time necessary to learn the ins and outs of your business.
We continue to support you over the years as your environment and challenges change. Our
goal is to help facilitate making your processes, your job, and achieving desired outcomes
easier.
Products - SIRE's products are the best-of-breed products on the market today. Because we
focus on our customers, SIRE meticulously develops technologies that meet precise needs.
It's just the way we do things, and it shows. From capturing data to processing, storing, and
retrieving forms, there is no better way to power your organization's internal processes than
with customer-crafted SIRE technology.
❖ Promise - At the core of SIRE Technologies is our promise to you. We promise to work
directly with you and your team until you get the results you want. It's that simple. With SIRE
on your side, you will succeed, and we'll be with you every step of the way. And that's a
promise we'll keep, built on a tradition of performance and success that's legendary in the
industry.
Electronic Document Management System RFP Page 4
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SIRE Technologies' Response to the City of Rosemeaci, CA S RE.
o a . e a
June 18. 2008 =
www.siretechnologies.com
Why Choose SIRE Technologies?
Any company can claim to be the best. SIRE proves it with an unbeatable history of excellence in
delivering outstanding solutions in document and agenda management while earning a reputation for
delivering unparalleled service. As of the writing of this RFP, SIRE enjoys a client retention rate of
100%.
SIRE is used faithfully by organizations with some of the highest standards for document and agenda
management including the Nevada Supreme Court, the Florida Office of Attorney General, the
Louisiana Attorney Disciplinary Board, L-3 Communications and Lockheed Martin. Top publications to
write about the growing success of SIRE include Forbes, Morningstar, Wachovia Securities, FindLaw,
Federal Computer Week, Government Technology, Document Management, ARMA, AIIM, Defense
Daily Network, and Document Imaging Report.
In order for an EDMS system to truly make a difference in your organization, it must contain certain
functions. SIRE includes these functions as standard components within our system - features such
as Retention Manager, Workflow, Audit Trails, the ability to email records, the ability to save
documents directly into SIRE from the native application, and CD publisher. This leads to better buy-
in, better user adoption, better results, and more cost savings.
As your organization grows and adapts to its changing environment, so too must your systems.
Offering the ability to expand or "scale" implies more than merely adding user licenses. SIRE offers •
technology that is truly scalable and capable of adapting to meet growing demands, expanded use
throughout your entire organization, changing policies and practices, and even new laws. The
reliability of SIRE stems from its unique architecture that allows the system to be configured to provide
an exact fit without the need to write new software code.
Another way in which SIRE proves its leadership comes from the long list of successful integrations
with 3rd party applications and mainframe systems. This will ensure that your system can
communicate with the other related systems in your office - making your job that much easier.
Keeping with its reputation as the innovative leader, SIRE was the first to migrate over to the
revolutionary NET architecture. This new platform technology is proving to provide superior ease-of-
use, flexibility, less maintenance, and even better security. As you might expect from a state-of-the-art
system, SIRE is compliant with both DoD 5015.2 and Sarbanes Oxley.
SIRE Technologies' agenda and content management solutions suite prove to be some of the World's
best of breed - according to three leading independent panels. Three organizations, The Enterprise
Content Management Connection, Software and Information Industry Association and the Public
Technology Institute, have all independently acknowledged SIRE Technologies' products as some of
the best available.
Electronic Document Management System RFP Page 5
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
SERE.
www siretechnologies corn
The Enterprise Content Management (ECM) Connection pronounced SIRE
among the top 5 in the government category of its annual ACE awards. The
award is designed to honor companies' noteworthy achievement across three
criteria: Appeal, Content, and Education.
Document Software and Information Industry Association (SIIA) also ranked 2007 SIIA -
SIRE Electronic Content Management Systems among the top five "Best //COD i E//
Document Management Solutions" for 2007. These awards celebrate `
achievement and vision in software, education technology and digital AWARDS
content
And thanks in large part to its implementation of SIRE Technologies; San Carlos,
California is the proud winner of the Public Technology Institute's Technology
Solutions Award.
Additionally, SIRE Technologies has been named one of Utah's "Best _
Companies to Work For" this year. This award reflects our corporate BESTCOA MUNIES
culture in that we believe outstanding employees are able to provide 'IY)\`'() 1th IOR
outstanding service. Our people truly make the difference. Our highly skilled and energetic workforce
reflects the right mix in technical expertise, support, and service. Not only do we develop world-class
products, but we also provide extraordinary customer service. We listen carefully to questions and talk
to our customers in order to develop products that are centered on their needs and continue to meet
and exceed market expectations.
SIRE has officially been named in the 2007 Worlds 500 Largest Software and
Service Providers list. This is an annual award issued by Software Magazine and
ranks software companies based on growth. As an official member of the who's
who club, we're now in the ranking of companies such as Microsoft, IBM, Sun,
etc.
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
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www.siretechnologies.com
5. Number of locations and where proposed product/services are in use.
With over 450 successful implementations and rollouts in the government sector, our solution has
been proven to dramatically increase staff productivity, effectiveness, and overall efficiency by
providing instantaneous access to virtually any file stored in our system from anywhere and literally
eliminating the problem of lost, misplaced, or duplicate files. SIRE also significantly elevates the
security of files by managing access on the cabinet, folder, and file level, thereby regulating public
access to classified information. Access can be restricted to viewing and printing rights only for
selected individuals, groups, or document types.
This is how SIRE will solve some of the major predicaments the City of Rosemead is facing today:
Document Management Automation: SIRE automates a range of processes across the
enterprise, including storage, retention, indexing, and workflow processes.
❖ Improve Efficiency: Instant access to files from anywhere at any time combined with
automated processes and procedures dramatically increases staff productivity, effectiveness„ and
overall efficiency.
❖ Eliminate Paper: Paper-based systems make it extremely time-consuming to find and
retrieve requested documents by hand. The growing number of documents being filed and
requested in any office only intensifies this problem. SIRE allows users to easily store, index,
retrieve, view, share, and edit paper and electronic documents used every day, thereby eliminating
paper trails and the physical hunt for files and documents. Eliminating paper reduces the time
spent filing documents away, as well as the time needed to retrieve them at any given point in time.
Using SIRE as your electronic document management system allows you to significantly reduce
physical storage space while rendering documents portable and remotely accessible for fast
retrieval by multiple users simultaneously.
Achieve Cost Reductions: We have successfully solved issues of massive paper volumes,
storage space, misplaced files, and document retrieval for our customers, thus saving them a great
amount of labor hours and money. Improvements are also achieved through streamlined work
processes, saving both time and money.
❖ File Security & Compliance: With SIRE, different files can be assigned different levels of
security in order to protect files with varying security needs and guarantee compliance with various
rules and regulations, such as HIPAA, Sarbanes-Oxley, and the Patriot Act.
❖ Volume: Through custom retention schedules and immediate file retrieval in SIRE, there will
be no more need to store a massive amount of files or duplicates onsite once the backlog is
entered into the system. Files can be retrieved from anywhere and by multiple people
simultaneously. Automated retention schedules ensure the proper storage and purging of files that
have reached the end of their retention schedule.
❖ Improve Access: Through fast and easy file retrieval, SIRE will drastically reduce the time
currently being spent on retrieving documents and completely eliminate the need for duplicates.
The documents will eventually be accessible by all divisions within the department of the City and
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Electronic Document Management System RFP Page 7
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
SIRE_
www_siretechnologies corn, can be made accessible over the web to both staff and the public via any intemet-ready PC.
Access control dictates who has access to what documents, thereby ensuring confidentiality of files
and activity restrictions where necessary.
❖ Email Management: With proper e-mail policies in place, SIRE will ensure the automated and
accurate storage of a-mails identified as records, including their attachments, while enabling
controlled access to these records.
File Integrity: SIRE eliminates the need to search for missing or lost documents. Existing
policies regarding public reviews of files can be strictly enforced through access control, which
ensures that designated documents can be viewed and printed, if desired, but not modified.
Automate Document Retention: SIRE will be configured to reflect the existing retention
schedules of the divisions within the City for different document types. With these schedules in
place, improper purging will be successfully eliminated, and the retrieval of archived files will be
instantaneous and accurate.
❖ Integrate with Existing Systems: Being an open MS Windows solution using industry-
standard networks and SQL or Oracle databases, SIRE is fully compatible with all open system
standards and integrates with the existing computing infrastructure of the City. Integration to
existing legacy systems can be accomplished with our SIRE API Toolkit. For document routing
and workflows, SIRE utilizes any Microsoft compliant mail system.
• ❖ Automate Workflow Processes: SIRE's workflow feature is used to streamline and eliminate
manual processes of moving paper throughout the office or even over multiple divisions and
departments. Documents can be routed based on pre-defined workflows for certain document
types, or they can be routed on a custom basis. SIRE has the ability to notify an authorized user of
workflow events that are taking place via email or electronic queue. Reporting options enable
process tracking and show graphically where projects are at in the workflow.
Electronic Document Management System RFP Page 8
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SIRE Technologies' Response to the City of Rosemead, CA SORE
June 18, 2008 E » » 5
www.siretechnologies.com
REFERENCES
Electronic Document Management System RFP Page 9
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Please see next page for listing of references!
0 0
SIRE Technologies' Response to the City of Rosemead, CA SIRE
June 18, 2008 ,
www.siretech-nologies.com
• REFERENCES
List at least three (3) companies (preferably municipalities) where the same or similar products
and/or services as contained in this specification package were recently provided. List one (1)
financial institution.
•
1.Company Name City of San Carlos, CA
Contact Person: Christine Boland Title: City Clerk
Address: 600 Elm St
PO Box
State: CA Zip Code: 94070email: cboland@citvofsancarlos.org
Phone Number. (650) 802-4219 Fax Number
2. Company Name: City of Irvine, CA
Contact Person: Jill Schoener Title: City Clerk
Address: City Hall,1 Civic Center PO Box City: Irvine
State: CA Zip Code: 93623-9575 email:i.schoener@ci.irvine.ca.us
Phone Number. 949-724-6280 Fax Number
3.Company Name: City of Mission Viejo
Contact Person: Karen Hamman Title: City Clerk
Address: 200 Civic Center PO Box City: Mission Viejo
State: CA Zip Code: 92691email: khamman@citvofmissionvieio.org
Phone Number. (949) 470-3033 Fax Number
Electronic Document Management System RFP Page 10
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June 18, 2008
FINANCIAL STATEMENTS
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submitters firm does, however, have audited statements; please include a copy with your proposal.
Please see financial statements on page 12 - 171
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SIRE Technologies' Response to the City of Rosemead, CA
June 18. 2008
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Alphacorp
Statement of Assets, Liabilities and
Equity-income Tax Basis
As of December 31, 2007 and 2006
ASSETS
2007 2008
CURRENT ASSETS
Wells Farqo $ 72.180.32 $ (122.910.14)
Amounts Receivable 1,490.720.91 1,525,014.65
Loan to H.R. Hines Consultina 1,086.13 66,351.44
Allowance for Bad Debts (15.951.73) (15.951 73)
AlR Reeder 45,046.80 45,046.80
A/RfEmolovees A)R Reeder: A1R- (13.214.34) (13.214.34 )
AM Other 1.706.01 394.41
A/R/EmDlovees:Stodchalders 13.500.00 2.500.00
Profits in Excess of Billups 257.694.00 235,604.20
Inventorv 108,440.41 75,931.42
Undeoosded Funds 0.00 2.590.00
Total Current Assets 1,961206.51 1 801,35671
PROPERTY AND EQUIPMENT
Eauimnent/Fumiture 463.50088 407,934.79
Vehicles 242,206.66 226.965.32
Less: Accumulated Depreciation (627.184.601 !346671381
Net Prooertv and EaWwnent 78.52294 28822fl73
OTHER ASSETS
L.R Hines (Vote 53.183.94 0.00
Goodwill 5.000.00 5.000.00
Suspense Account 0.20 0.00
Total Other Assets 5818414 5 000 00
TOTAL ASSETS S ~ no? aj5 ja t n rwe vta ee
CONFIDENTIAL
See Accountants' Compitation Report
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Alphacorp
Statement of Assets, Liabilities and
Equity-Income Tax Basis
As of December 31, 2007 and 2006
LIABILITIES AND STOCKHOLDERS' EQUITY
2DO7 200
CURRENT LIABILITIES
Federal VWH - FICA $ 0.00 S 190.88
State W?H 11,740.76 11,398.42
State Unemplavment 3.69905 1,022.53
FUTA 17421 286.63
401K Payable 12.413.00 0.00
Accounts Payable 658.82968 419.53246
VISA 23.709 68 0.00
Billinus over costs 175.232.80 0.00
Paycheck Ckarinq 157.454.98 94.654.35
Line of Credit Wells Faroo 0.10 010
Unearned Revenue 845,545.20 750,477.00
Payroll Liabilities 1.970.04 767.10
Direct Deposit Liabilities 316.66 0.00
Saks Tax Payable 80.886 73 66.028.28
Total Cuffwd Liabilities 197197207 1344.3 565
LONG-TERM LIABILITIES
Ford Ranger 1FTYRIOD25PA18EGI 11,003.48 12.14532
Chev Astro 1GCDM19X92B146254 2263.10 6,142.70
Choy Astro 1GCDM19XX2B154430 226317 6.142-89
Buick5GAET13P542260031 12,357.99 19.114.14
Nissan 0.00 13.724.17
Toyota STDBA22C465073800 33,779.04 0.00
Fad 1FTYR10D65PA85637 5.14720 8,020.18
HP equipment co-locate (6.811.08) 40.516.70
Alliance-Video equipment 15,936.90 0.00
ho equipment for video oolocate 7.787.54 0.00
Trial Lorca-Tenn Liabilities 83-727.34 105806-10
Total Liabilities 2066.69941 1 45016175
STOCKHOLDERS' EQUITY
C2p)f2l Stock 306,36212 306.36212
Retained Earninas Prev 121.16241 (96.608.18)
Distribution (471.700.00) (178.400.00)
Net Income 86 391 65 613 070.75
Total Stockholders' Enuity 42216 19 6" 423 69
TOTAL I LABILIIES AND
STOCKHOt.DERS' EQUITY c rm au+so x nae 5a§ u
CONFIDENTIAL
See Accountants' Compilation Report
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SIRE Technologies' Response to the City of Rosemead, CA S -
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Cox x Miter, C RNs
231 li_ItHt S Ste 1)
Salt Lakc City, Ul' 84 115
9011 -461-(1.17(1
Alphacorp
3676 West California Ave.
Salt Lake City, [IT 84104
We have compiled the accompanying statement of assets, liabilities and equity - income tax basis of
Alphacotp (an S corporation) as of December 31. 2007 and December 31. 2006, and the related
statements of revenue and expenses - income tax basis, in accordance with Statements on Standards for
Accounting and Review Services issued by the .-American Institute of certified Public Accountants. The
Inancial statements have been prepared on the accounting basis used by the Company for fcdcral
income tax purposes. which is a comprehensive basis of accounting other than generally accepted
accounting principles.
•
.A compilation is limited to presenting in the form of Financial statements information that is the
representation of management. We have not audited or reviewed the accompanying financial statements
and, accordingly. do not express an opinion or any other fort of assurance on them.
Management has elected to omit substantially all ofthe disclos res ordinarily included in financial
statements prepared on the income tax basis of accounting. If the omitted disclosures were included in
the financial statements, they might influence the users eonclusi ons about the Company's assets,
liabilities, egtdty, revenue and expenses. Accordingly. these financial statements are not designed for
those who are not inforin d about such matters.
Cox R Riter, CPA's
May 22, 2008
CONFIDENTIAL
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Alphac orp
Statement of Revenue and Expenses-Income Tax Basis
For the Twelve Months Ended
December 31, 2007 December 31, 2008
Sales
ANS-Other S 105.00 $ 1,635.00
Assurance 1529.573.93 1,325,211.64
Hardware 58,681.12 223,385.89
Installation 75.737.50 271,706.71
Programing (1,696.80) 21,631.25
Scanning 0.00 239,472.55
Service 711,844.74 360.78212
Software 1.927.870.50 2.038,197.96
Training 197.233.00 226.680.03
Travel 55.394.60 55,80069
Shipping 1.194.32 768.00
Reseller Sian-Up 2.50000 5.00000
AS 153,198 70 117,672.06
AS ACCESS CONTROL 1,554,136.35 1.129.314.88
AS.SUGLAR ALARM 625.00 000
A .CCTV 410.555.08 228.098.39
ASFIRE ALARMS 88500 000
ASINSTALLATION 746.431.28 597,320.00
AS PROJECT MANAGEMENT 310.00 750.00
AS:MONITORING 23,147.00 24,534.00
AS:SERVICE 99.41927 110.837.34
AS.SHIPPING 22.697.69 18.367.21
ASTRAVEL 45.599.40 30.728.64
Uncategorized Income Adjusmen (248211.20) (65.01678)
Leas- Returns 8 Allo ones Ooo 000
Tot1111 Sales 7,367,231.48 6.962.655.58
Cost of Goods Sold
COGS 168.355.77 5,674.50
Assurance-Ans 21.610.32 51,550.14
142rdware-Ans 75.638.64 130,858.50
Instafttlon-Ans 4,02200 22.584.00
COGS SCANNING-ANS 5.000.00 232,28838
Serviee-Ans 91.394.51 103.342.37
Sotware-Ana 162.72322 182,313.75
Shipping-Ans 2,03222 2,371.05
COGS.ACCESSAS 697.781.74 669.969.15
COGS:BURGLAR-AS 3.795.73 5.043.73
COGS'CaW-AS 517.928.01 309.175.25
COGS.FIRE-AS 945.00 724.57
COGS.-INSTALLATION-AS 100.881.33 71.921.06
COGSMONUORI1NG-AS 9,815.73 20,014.46
COGS. SERVICE-AS (5.474.02) 29,224.53
COGS:SUPPUES 42,948.31 20.014.50
COGS:SUPPLIES'Rentals AS 2.617.59 1.056.35
COGSSUPPUESEieMical AS (3.64) 0.00
See Accourdante
CAmpila m Report CONFIDENTIAL
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Alphacorp
Statement of Revenue and Expenses-income Tax Basis
For the Twelve Months Ended
December 31, 2007 December 31, 2006
COCS:WELLS FARGO PARTS 111/03 0.00 306.25
COGS SHIPPING-AS 14.638.97 15,603.92
COGS.INVENTORY ADJUSTMENT /30.713.991 1.304.00
Total Cost of Goods Sold 1.886.737.44 1.875.340.46
Gross Profit 5.480.494.04 5.087.315.12
Operating Expenses
Wages Officer 329.500.00 0.00
Wages - Employee 167.07 0.00
WAGESEMPLOYEE:Wages - adnrin 84.906.91 152,568.06
WAGES-EMPLOYEE:Wages - A .AS- 197,117.72 197,231.58
WAGES-EMPLOYEE:Wages - AS:Sal 218.349.64 163.016.10
WAGESEMPLOYEE:Wages - AS:Ins 308.868.55 252,052.67
WAGES-EMPLOYEEWages - ANS.AN 0.00 111,000.00
WAGES-EMPLOYEE Wages - ANSSa 607.437 43 518 293 92
WAGES-EMPLOYEE.Wages - ANS.Te 1,377,82236 996,389.88
WAGES-EMPLOYEEWages - ANSMa 309.298.63 454.208.37
WAGES-EMPLOYEE-Accrued payroll 38.146.41 (1.339.96)
Payroll Taxes 266,435.97 217.255.65
Payroll Taxes-admin. 162.42 0.00
Payroll Taxes:Accrued Payroll 24,654.20 (11,284-89)
Employee Benefits 18.086.99 3.899.49
Training 11.841.58 8.45000
Rental Expense 110.99243 85.30872
Equipment Rental Expense 409.40 000
Maintenance & Repair 967.50 960.87
Utilises Expense 1.555.10 1.385.22
L)bktw-:Gas and Electric 4,684,31 6,445.47
Uhhbes:Telephone 76.400 67 88.69282
Outside Labor Expense 293.86 1.595.50
FreightfShipping 31.809.43 20.183.49
Advertising Expense 186.554.16 221.396.07
Bad Debts 0.00 18.000.00
Employee Expense 64.560.20 38.401.59
Employee expense:Meals & Ente 33.534.53 21.12259
Employee expense:Parts/Suppll 147.05 4,728.48
Employee expense:travel 248,147.43 207,644.78
Employee -pen-Lodging 57,093.59 38,363.67
Gredit Card Fees 15.908 67 6.428.05
Dues/Subscriptions 29,409.59 31,61234
Insurance 58.813.30 0.00
Insurance, Liability Insurance 15,400.72 54,117.28
Insurance. Employee Incurdaloa 154,493.85 86.53254
Insunance!Wbrkers Gompensalio 29.279.38 6.924.22
Leg2lVProfessio 21 Fees 148.29204 100.626.51
Professional Fees Legal Fees 1.856.90 35.00
Professional Fees Accounting 1 06825 14.304.75
See Accountants'
m Copilation Report CONFINNTIAL
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Alphacorp
Statement of Revenue and Expenses-income Tax Basis
For the Twelve Months Ended
December 31, 2007 December 31, 2006
professional Fees:Olher 164.00 66.90231
Supplies 3,36978 4,50935
Supplies:seauity ODD 3,924.24
supphesoffioe 23.059.70 13.699.36
Suppbes:Prirrting and Reprodu 2,457.02 7,141.94
TaxesUcenses 11189.60 13.18
Taxes and Licenses:Filirg Fee 40.00 919.00
Taxes and Licenses:Property 0.00 1.693.94
Texas and Lloenses Sales tax (269.45) ODD
Taxes and Uoense&Taxes and 25.36 ODD
Tool Small:Toola 0.00 1265
Travel Expense 0.00 54.95
Travel & EntMeels 50DO 110.00
Travel & EntTravel 0.00 101,90
VehiGe Expense ODD 4,652.22
Aulnmobile:Automobile Expense 53.119.33 48.160.36
Autornobile.Automobile A9owan 79,123.63 81.531.77
Automobile:Automobile use 5.864.52 8.353.23
Amortization Expense 10258.50 0.00
Oepreclabon Expense 73.931.50 89.56239
Interest Expense 2.797.32 3.990.50
Bank Charges 22,551.99 7.773.31
Misc. Expense 19.954.58 21,218.04
Miscellaneous:Miscellaneous - (126.44) (375.30)
Misoellaneous-Sec Mee (60.00) 0D0
MiscellaneousSpot Bonus 500.00 ODD
Interest Expense:Fnance Char 4,57453 47.49
Payroll Expenses 1.34616 1.565.04
Total Opefadrig Expenses 5.390.729.08 4.480214 10
Operadng Income (Lass) 89.764.96 607.101.02
Other Income (Expense)
Interest Income (5.069.97) (73200)
Other income/expense 6,801.55 5.388.27
SIRE RoundTable income 61,762.86 18,906.03
Gain (lass) on Sale d Fired Assets 5.67458 943.49
SIRE RoundTable Expenses (U7.689 99) (14,35894)
Oyler E xperlses x4.852341 14177 12)
Total Other Income (Expense) (3.373.31) 5.969.73
Net Income (Loss) Before Taxes 86.391.85 613.070.75
Net Income (Loss) S 80.391.65 $ 813.07035
See AccounUnts'
Compilation Report CONFIDENTIAL
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SIRE Technologies' Response to the City of Rosemead, CA S ORE.
June 18, 2008
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OTHER PROJECTS INVOLVED WITH
Submitters are requested to provide a list of other projects that you are currently involved with or will
be involved with.
SIRE Technologies is currently involved or has installed SIRE Electronic Document Management
Systems in the following organizations.
We are constantly worki
ng with and consulting with these
customers.
Yolo Planning Department, County of
Government
CA
Pacifica, City of
Government
CA
Placer County
Government
CA
Yuba, City of
Government
CA
Rumsey Indian Reservation
Government
CA
Salt Lake Surveyor, County of
Government
Utah
Osceola County, Commissioners Office, FL
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'
Government
Florida
Salt Lake Mayor
s Office, County of
Government
UT
Roseville, City of
Government
CA
Hot Springs PD, City of
Government
AR
Santa Clara, City of
Government
CA
Yolo Assessor, County of
Government
CA
Cedar Hills Utah, City of
Government
UT
Lee County Florida
Government
Florida
Glendora, City of
Government
CA
Yolo Health, County of
Government
CA
Hillsborough,Town of
Government
CA
Moorhead, City of
Government
MN
San Joaquin Valley
Government
CA
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June 18, 2008
Sacramento, County of
Government
CA
San Bruno, City of
Government
CA
Lorain Public Library
Government
CH
Salt Lake Treasurer's Office, County of
Government
Utah
Irvine, City of
Government
CA
Pittsburg, City of
Government
CA
Sylvania, City of
Government
OH
Marin District Attorney, County of
Government
CA
Glenn County Assessor's
Government
CA
Union, City of
Government
CA
Sacramento Area Council of Government
Government
CA
Anchorage, Municipality of
Government
Alaska
Mesa, County of
Government
CO
Contra Costa, County of
Government
CA
Napa, City of
Government
CA
Pinole, City of
Government
CA
Citrus Heights, City of
Government
CA
Fort Collins, City of
Government
CO
Santa Cruz, City of
Government
CA
Why is SIRE the Best in California?
SERE.
www.siretechnologies.com
SIRE Technologies is a profitable international company dedicated to providing enterprise solutions to
the city and government market place. Our research and development teams are spending 90% of
their time in upgrading our out of the box content management functionality for the government sector
The result is a lower cost of ownership as the solution rolls out throughout the enterprise. SIRE has
implemented over 40 recent government solutions installations in the state of California.
SIRE is working with our California customer base and has created a local educational SIRE user
group. Our proposed solution is built on a net development platform. City of Rosemead will have the
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capability to use web services to integrate with new applications the City will be using today and in the
future. No more custom applications that have to be updated based on new product release and
upgrades.
SIRE Technologies has new capabilities that are now available out of the box. The City of Irvine
worked with SIRE on a custom application called Irvine Quick Records. This allows the public the
ability to view city information over the web. This development effort has resulted in the creation of
SIRE Web Pubs application. This is now standard product and has been included in our proposal. We
are presently working with Nobel Systems in creating a module that has a user friendly interface to
ESRI. SIRE has also developed a planning forms submission approval application that will be offered
as a SIRE Module.
In summing up, SIRE is constantly researching, working with existing customers and coming up with
new innovative applications for City governments.
SIRE Technologies is the developer of the SIRE product offerings, SIRE Technologies will provide the
on going support and maintenance. SIRE Technologies professional services staff will provide all the
resources for all phases of the EDMS System. SIRE has implemented many local cities with the same
requirements as what Rosemead has asked for in the RFP.
SIRE has local technical staff consisting of Rich Drew - Senior Application Specialist. Rich is presently
working with Huntington Beach, Culver City, County of Ventura, City of Calabasas, San Carlos, Santa
• Clara, and the City Chula Vista in finalizing their EDMS or Agenda solutions.
Our new addition to our local SIRE team is Linda Lang. Linda will be our Senior Project Manager. If
SIRE is the selected vendor for the project Linda will take the lead role. Linda has an extensive
background in software application development, consulting, training, and document management
implementation.
During the past four years Linda has been the lead Project Manager for the City of Irvine.
Linda has been instrumental in the successful rollout of SIRE for the City. Linda also has been
involved with the creation and rollout of the Irvine Quick Records web application. We have included
that functionality in our proposal.
With the help of Irvine and Linda doing beta testing, the SIRE Solution has become a leading solution
in electronic document management. Linda has experience in working with service bureaus and has
even set up a production scanning operation for Irvine. As we look at the requirements for City of
Rosemead, our local staff and experience, the SIRE suite of products we see a winning combination
for a very successful EDMS rollout.
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FUTURE DEVELOPMENT
State the percent discount off of manufacturers latest published suggested list price; percentage
markup above cost; and/or hourly rate for installation for additional product(s), future enhancements,
upgrades, advancements in technology, etc. Also state the basis for determining the fee for any
additional services required under the same conditions.
SIRE Technologies will offer the best and deepest discount to the city for any future implementations
or installations. This pricing is being used on this RFP Response and will be used for any future
purchase. The hourly rate as proposed on this RFP will be honored in the future for any consulting or
service offered to the city. SIRE Technologies will work with City personnel in order to specify and to
justify any service hours required to implement or install or to consult in a technical way to provide
services for any future project(s). Any upgrades offered by SIRE Technologies will be at no charge to
the city as long as the Annual Software Maintenance Agreement is current and in place. ,
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June 18, 2008
B. PROPOSED PROJECT TEAM/STAFF AND
QUALIFICATIONS
any,
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provide
Bruce Elliott - Director of Client Services:
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Mr. Elliott would be responsible for interfacing with the City's personnel and SIRE's personnel
to create a business solution to meet the requirements as discovered through RFP and site
visits. His experience includes over five years of network and technical administration as well
as fifteen years of experience in document and agenda management for automated storage
systems. He is highly experienced with installations similar to that of the City's. Mr. Elliott will
the single point of contact for negotiation and for contract performance for the city. Contact
information: Phone: 949.768.8882 Office, 949.300.0636 Mobile, e-mail:
bell iott(a_~siretechnologies.corn
Kris Painter - Executive Management:
Mr. Painter is responsible for reviewing the proposed business solution for technical feasibility
as it relates to networking and connectivity issues. Training includes Novell CNE, certification
on all SIRE products, certification on host interfaces, and certification on Kodak, HP,
Plasmon/Panasonic optical drives and jukeboxes as well as Compaq systems. Experience
includes nine years of consulting and installing EDMS and image related systems for SIRE
within City and County environments. He is experienced in virtually all technology
environments with working knowledge that includes Microsoft Windows 2000/NT, IBM AS/400,
IBM 3090, IBM 4381 connected to Tokenring, IBM AS/400 connected to Ethernet, IBM System
36, Unisys A, Unisys V, IBM 3090, HP 3000, Data General, Compaq Tower, SUN, RS/6000
and others.
Mike Painter- Executive Management/ Project Manager:
Mike has been with the company since 1992. He has experience working with document
management software and implementation of document management systems within the City
and County governments for over 11 years. He has a degree in Electrical Engineering and is
familiar with technical requirements and processes. He is very good with people and has the
ability to make sure a project is completed on time and within it scheduled resources. Mike is
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June 18, 2008
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very familiar with SIRE and it functionality. He can make recommendations of how it can best
be used within a business enterprise.
Dustin Butler - Software Engineer:
Mr. Butler is one of our elite software engineers with over six years in the document
management field. He is responsible for much of SIRE's programming code and is an expert
on SIRE capabilities and installation. He is trained in Microsoft Visual Basic, C, and C++. He
has extensive database knowledge with Oracle, SQL Server, Access, etc.
Kyle Young - Engineer and Installation/Support Manager:
Mr. Young is one of our core engineers for the SIRE product suite. He also manages several
other products for SIRE including the CashPro Recording Software Suite. Kyle manages the
support staff and installation specialists to ensure the highest level of issue resolution and client
satisfaction. He also coordinates SIRE resources for installations and on-site updates and
product support. Kyle obtained his AS Degree in Computer Information Systems from Salt
Lake Community College and has development experience inVB.NET, VB, XML, SQL,
Database Management, HTML, and Crystal Reports.
Linda Lang - Lead Proiect Manager:
Ms. Lang joined SIRE in 2006 after serving six years at the City of Irvine, CA as the City's Lead
SIRE Project Manager for Agenda Management & EDMS. She also has three years
experience as Sr. Business Systems and Process Consultant, as well as four years experience
as Management Information System Director. Ms. Lang holds a PMP Certification, Network
Administration Certificate and Advanced Novell Training Certificate. Her OS expertise
includes: Server 2003, Window 2003, Windows NT, Windows XP, Novell, UNIX and DOS.
Hardware experience includes: Compaq/Dell/HP Servers, Winframe & Citrix communication
servers, Digital Warehousing, VMX Voice Mail Systems, IVR Phone Systems, Connectivity
(TCP/IP, Ethernet), Intelligent Hubs, Cisco Routers and Modems. Software Experience
includes: Microsoft Product Suite, MS-Project, Access, PowerPoint, Visio, Aldus PageMaker,
Corel, Q&A, dBase, Lotus, Word Perfect, MS-Mail, Outlook, GroupWise, MAS90, People Soft,
People Tools, Web Design, HTML, ADP and Multiple Communication Software Programs.
Mike Tams - Installation & Training
Mr. Tams will be responsible for all Installation and Training for the HEC. He brings over 8
years of excellent troubleshooting techniques to solve problems with both software and
hardware installed in many government offices. He is MCT (Microsoft certified trainer), MCSE
(Microsoft certified system engineer), MCSA (Microsoft certified system admin), and MCP
(Microsoft certified professional). He is also certified in Windows 2003 Server and CompTIA
Security. Additional skill sets include: Windows 98, XP, 2000, Windows Server, 2000, 2003,
Office 97 thru 2003, Microsoft SQL, Access, PowerPoint, Outlook, Outlook Express, Internet
I -I
C7
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Explorer, Netscape Explorer, Microsoft SharePoint, Dreamweaver, Micros POS, Aloha POS,
MenuLink, HTML, SMTP, TCP/IP, DNS, Telnet, FTP, PKI, Wireless Networking and Network
Design.
Richard Drew - Applications Engineer
Richard joined SIRE in 2005 after being a SIRE customer for 4 years. Until recently he has
spent most of his time as a local resource to SIRE customers in California. Richard is very
familiar with the SIRE product suite and its architecture. He has an inherent skill in listening to
customers needs and recommending the SIRE products to best meet those needs. Richard
received his MCSD certification in 1997, and spent 7 years as a software engineer before
joining the SIRE team. He has development experience in VB.NET, VB, ASP.NET, ASP, SQL
and HTML.
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June 18, 2008
C. PROPOSED PROD UCT(S)ISERVICES(S)
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SIRE designed its solutions from the ground up for use with local government. Every solution as well
as version upgrades are driven by a steering committee comprising of appointed and elected
government officials from state, county and city government bodies. As such, some of the primary
benefits of SIRE are listed below:
Configuration: With its origins in local government, all SIRE solutions were designed
with tremendous configuration flexibility. This unique design allows SIRE to configure
our solutions to meet the unique and exacting functionality requirements of its clients
without writing additional code. This eliminates the bugs and unreliability commonly
associated with "customization." This also eliminates the common problem of
customers needing to change their preferred business processes to accommodate the
limitations of the software application.
2. User Friendliness: The ease and extent to which SIRE can be configured allows
individual users turn off or on functions, screens, and menus (with permissions) to meet
their personal needs. This allows the screen to be clutter free and easy to navigate. It
also allows users to grow in comfort and turn on more sophisticated features only when
they are ready to use them. Otherwise, novice users will never even see the more
advanced features of SIRE.
3. Integration: Thanks to SIRE's unique architecture, it can be integrated with virtually
any 3rd party application or database, including legacy mainframes. SIRE has a long
and successful track record of integrating SIRE with a large variety of different systems.
This permits SIRE to create a true "central repository" where all of the organizations
data can be researched. This also allows SIRE to act as "middleware" of sorts. That is
to say, if users are in another software application during the day, they need not leave
that application to look up documents and information related to the data on their
screen. A click of a button within the 3rd party application (installed by SIRE with
permission of the 3rd party provider) will result in the retrieving of all related documents
within SIRE.
4. Scalability: SIRE clients have never outgrown SIRE. For this reason and our
dedication to excellent customer support, SIRE boats the highest client retention rates
in the industry. Using the same system proposed in this RFP, some of SIRE clients
Electronic Document Management System RFP Page 25
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have less than 10 users and scan no more than 1,000 documents per month. Others
have over 700 concurrent users and scan over 1 million documents per month.
5. SIRE is a pioneer in the agenda management industry with one of the longest histories
and some of the largest clients. SIRE was the first to incorporate streaming video,
minutes automation and voting records with the agenda management tool. SIRE
remains one of the few offering key functions such as a powerful workflow tool capable
of accommodating multiple committee review process and the only vendor offering a
true enterprise agenda management tool.
6. True Enterprise Application: SIRE permits unique configurations and integrations for
each department of City without negatively impacting the rest of the City's users.
Moreover, the workflows, a-FORMS and retention schedules can be tied together
across the entire county to facilitate better cross organization communication, reduce
workloads and improve turnaround time on business processes.
is
Something else that differentiates SIRE from our competition is the amount of functions that corrfe
standard with our baseline EDMS solution. Because functions like retention management are now
considered essential components of modem EDMS solutions, SIRE includes these functions at no
additional charge. The same is true for SIRE's Capture License, which permits the scanning and
indexing of document batches. The SIRE Capture License includes bar-code recognition and auto-
indexing at no additional cost.
There are other modules that are included in this proposal that can be purchased independently.
These modules include:
1. OCR/Full Text Recognition - This module allows the user to look up words from the
body of the document and is essential for use with Bar-code recognition and auto-
indexing. Some of SIRE's clients prefer the indexing method of document search and
retrieval and did not want or need the OCR/FTR capabilities. Rather than charge clients
for components they do not need, SIRE has separated this function from the baseline
EDMS solution.
2. eFORMS - SIRE eFORMS works seamlessly with SIRE Workflow in streamlining
business processes. Not every client needs eFORMS however. SIRE has separated
this module out.
3. Reporting Services - Custom Reports. SIRE Reporting Services are built upon SQL
reporting services and allows the user (with permissions) to analyze any data in the
database.
4. WarehouseSync - SIRE WarehouseSync is rather unique to SIRE in that it allows
users to use a hand-held barcode scanner to quickly identify the location of a paper
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document (including box, storage rack and storage facility) within SIRE. The result is
that users are able to search for electronic documents in SIRE while simultaneously
being shown where exactly the paper original is stored.
SIRE's Solution Suite
SIRE's system will utilize a single interface for all of the City's imaging and document management
needs. SIRE's offering actually consists of an entire suite of software products that when combined or
used in any configuration, bring the best results electronic filing and records management can provide.
The 9 SIRE modules that can be used to streamline document management in your office include the
following:
PRODUCT
FEATURES
BENEFITS
SIRE Capture.NETT"'
High-Speed Batch Scanning
Fix Problems Associated with Paper Processes
•
Non-Proprietary File Format
Turn Paper Documents into Electronic Files
•
Barcode Recognition
Complete Document Capture Solution
This module integrates with your
On-the-Fly Quality Control
•
Retrieve Information Online
scanners to import documents, files,
and records into the SIRE system. It
•
Auto-Fill (Indexing)
•
Make Information Portable
•
also imports files you already have in
Supports Most Scanners
Enhance Speed, Control, and Flexibility
electronic format. SIRE Capture.NET
can be configured to automatically
Multiple Field Types (Indexing)
.
Broad Scanner Support
index and rile documents into
.
Masked Fields (Indexing)
appropriate folders and file cabinets.
•
Lookup Fields (Indexing)
Stored Procedures (Indexing)
•
Front-End Data Validation
(Indexing)
•
Full Keyboard Control
•
Scan to Folder
Graphically represents indexed
documents
SIRE FileCenter.NETT"'
Index Searches: General Index,
•
Fast Document Retrieval
Cross-Cabinet, Full-Text,
0
Work Pool Collaboration
Advanced
Full-Text Searches: Keyword,
•
Document Portability
Once documents are imported into
Free-Text, Annotation
.
Increased Productivity
the SIRE System, SIRE
FileCenter.NET lets you search, view,
0
View
Reduced Costs
print, email, annotate, process,
.
Print
Improved Communication
reproduce, dispose, and review these
P
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SIRE Technologies' Response to the City of Rosemead, CA
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PRODUCT
FEATURES
BENEFITS
electronic documents.
Email
Reduced Physical Storage Space
•
Launch
•
Fast, Complete, and Secure Backups
•
Annotation with Audit Trail
Minimized Liability
FileCenter provides an easy interface
to access all your files. It has the
Export
Simplified Disaster Recovery
ability to display files of over 300
.
Records Retention Manager
No Lost Files
formats, even when your computer
Workflow
Flexible Document Security
does not have the application
necessary for viewing riles of that
Revision Control
format installed. SIRE FileCenter. NET
Event Manager
also integrates with Record Retention
to direct the archiving and disposal of
•
Task Manager
documents.
Bookmarks
•
Dockets
'
Folder Packs
•
Scan-to-Folder
SIRE WebCenterTM
Easy-to-use interface
Access Documents Anytime, Anywhere
(Included in SIRE FileCenter. NET)
•
Web Access to SIRE File
Enhanced Productivity Through Online
Center
Retrieval
•
Authentication
SIRE WebCenter as a Universal Solution
•
Public Access
No Special Software Downloads or Training
This module lets you access
documents in your SIRE System from
•
Document Management
Real-Value Through Access, Portability,
any intemet-connected computer.
Functionality
Distribution
WebCenter lets you search, view,
Cost Effective Access
.
No Special Software Downloads or Training
print, and email documents online. It
•
Full Text Search
Combine Applications into a Single Interface
also lets you publish documents
online to meet public access
View
requirements.
Print
SIRE FormsTm
Broad application possibilities
Integrate Forms Management
•
Form Design and Layout Tools
Enhance Security
•
Item Validation
Easy Form Create and Design
So many processes require the use
Tied Directly to Document
Increase Organization Productivity
and management of forms, including
Management System
applications, surveys, information
Track Submissions
forms, contracts, etc. The SIRE
Submittable Attachment Tool
•
Improve Customer Service
Forms module creates, distributes,
24-hour Access
processes, stores, and retrieves
custom-made forms, all through the
online, Web-Center interface.
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PRODUCT
SIRE ERM (COLD) Tm
This module turns computer-
generated data into searchable
reports. The data-mining done by
SIRE ERM lets you identify issues
before they become problems, and
maximize efficiency within your office.
•
•
FEATURES
Enterprise Solution
High-Speed Data Transfer
Form Design and Layout Tools
Single Access Interface
Searchable History
Annotations
•
•
BENEFITS
Easy Transition
Reduce Storage and Retrieval Costs
Increase Employee Productivity
Competitive Advantage
Boost Customer Service
Resolve Archival and Security Issues
SIRE Workflow`rm
Customizable and Automatic
•
Increase Productivity
Routing
•
Streamline Processes
•
Auto-Notification
.
Balance Workloads Easily
•
Reporting Options
•
Track Progress Quickly
Office processes that require the
•
Built-in Approval Options
Improve Organizational Communication
approval, insight, and action of
Tied to Annotations and
Revision Control
•
Complete Tasks Quicker
multiple people, departments, or
committees can be difficult to manage
.
Resource Management
efficiently. SIRE Workflow automates
these processes, creating and
Exception Handling
managing workflows in real time.
Highly Customizable
•
Collaboration Tools
•
Automated Routing
•
Supports FORMS
SIRE Agenda PIusT"
Enterprise Solution
•
Reduce Time and Cost of Creating and
•
Agenda Automation
Managing Agendas
Add, View, and Approve Items from Your PC
Supports Item Attachments
This module manages every step of
Supports Multi-level Approval
Input Items Only Once
the agenda-creation and meeting
Process
•
Electronically Attach Files Including Staff
management process, including
Reports
creating meetings, managing
Minutes Maker
approval of agenda items and related
.
Summary Creation
•
Auto-Generate Agendas
materials, searching meeting
Optional Streaming Video
•
Record Meeting Minutes
documents, and much more.
Distribute Agendas Without Photocopying
•
Complete Security Tools
Search Agenda Content for Keywords and
Preset Meeting Types
Phrases
•
Meeting Locator
•
Work with Agendas Directly from Your
•
Compile and Formatting Tools
Document Management System
•
Full Text Search of Minutes,
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SIRE Technologies' Response to the City of Rosemead, CA
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PRODUCT
FEATURES
Agendas, and Summaries
• Workflow
• Modular Design
• View
BENEFITS
Control Security as Needed
Web-Enabled
SIRE Record Retention
Manage retention for both
Storage
Manager'""
electronic and paper documents
, Long-Term Integrity
Tackle legal requirements for
retention according to your
0 Guaranteed Authentici
h'
specific organization
Disaster & Access Security
This module schedules maintenance
Use saved searches to quickly
Fast & Portable Accessibility
and disposal of
set up retention criteria
records, files, and documents stored
Work with retention schedules
in your SIRE system. Retention
from the same interface you use
,
guidelines are automated to meet
for other document
management tasks
audit and public access requirements.
SIRE Administrators"'
The Administrator tab lets you
By associating users with SIRE Groups allows
access management functions
you to configure a set of permissions and apply
for the SIRE Product Suite,
them to multiple users by simply adding the
including: Security, Cabinets,
desired users to the group. This saves time and
Licensing, and Settings.
energy, because you don't have to set up the
The SIRE Administrator module
f
The Security page within the
same permissions for each individual user.
per
orms a variety of management
tasks, including statistical reporting,
Administrator tab allows you to
Administrators have the ability to audit the
SIRE Utilities
and SIRE Agenda Plus
view, create, edit, and
entire system, including log in, view, edit, email,
,
administer SIRE users
export, delete, add, check in, check out, save,
• The Cabinets page within the
and print.
Administrator tab allows you to
SIRE Administrator even has standard
view, create, delete, configure,
statistical and management reporting
and cross-reference SIRE file
capabilities.
cabinets, and view, create,
delete, and configure SIRE file
Permissions can be granted at the cabinet,
cabinet views and SIRE file
folder, and annotation levels or you can protect
folder indexes.
confidential words or paragraphs in individual
documents using redaction capabilities.
The Licensing page within the
Administrator tab allows you to
The majority of tasks performed for the
view the current license your
management of the SIRE Product Suite are
organization has purchased
accomplished within SIRE WebCenter,
from SIRE Technologies,
including creating and managing user accounts,
update your licenses, delegate
security, cabinets, indexes, and system
allocation of your license pool to
settings.
various departments within your
organization, and view the
current usage of SIRE licenses
throughout your organization.
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SIRE Technologies' Response to the City of Rosemead, CA
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D. SUPPORT/WARRANTY/MAINTENANCE
WORK PLAN TO INCLUDE:
Installation
Site Preparation Plan
Following contract execution, SIRE Technologies staff will visit the site with City of Rosemead to
determine detailed site preparation requirements. Items to be addressed include:
1) Technical Environment
2) Hardware Resources
3) Network Architecture
4) Time Frame of Implementation
5) Project Objectives
6) Organizational Culture
SIRE Technologies staff will use information gathered during the visit to prepare a Site Preparation
Plan. The plan will specify, at a detailed level, the activities to be completed to make the site ready for
system installation. The plan will specify activities to be carried out by SIRE Technologies staff and
activities to be carried out by City of Rosemead staff.
SIRE Technologies staff will submit the plan to City of Rosemead for approval. Following City of
Rosemead review and comment, SIRE Technologies will make any necessary modifications, resubmit
the plan to City of Rosemead and proceed with the site preparation responsibilities.
Delivery and Installation Schedule
Prior to contract execution, SIRE Technologies staff will review the hardware schedule with City of
Rosemead staff. The purpose of the review is to ensure that City of Rosemead maximizes use of
existing hardware and acquires only that hardware necessary to operation of the SIRE Technologies
Software with acceptable system response time.
The contract will include a final schedule of hardware to be acquired. Following contract execution,
City of Rosemead Staff will order the hardware. Hardware will be delivered, configured and tested in
City of Rosemead office. After sufficient testing and configuration, the City of Rosemead Project
manager will sign-off on the system. City of Rosemead staff will take responsibility for uncrating the
hardware, placing it at the locations agreed to in the site preparation plan, connecting power supplies,
and connection the various pieces of hardware to the City of Rosemead network so that they will
function in the networked environment.
SIRE Technologies staff will test each piece of hardware within the system to ensure that it is
processing system commands properly. SIRE Technologies staff will test the various software
modules of the SIRE Technologies system on the hardware, and review programs files to ensure that
all application programs are present.
•
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SIRE Technologies staff will load a sample of documents into the system, including all types of
drawings (A-E) and sample word processing pages. The sample will include approximately 200
pages. These files will be used by SIRE Technologies staff to test both the hardware devices and the
various features of the SIRE Technologies system. SIRE Technologies staff will perform a complete
system test of both the hardware and software before beginning system training.
Education and Training
SIRE Training
SIRE's implementation includes comprehensive training courses, written documentation, workbooks,
and videos that will allow the City to learn at your own pace. SIRE software is not only easy to install,
but easy to use as well. As a result, training requirements are much less intrusive and time consuming
when compared to other document management systems. SIRE provides on-site training at the City
and we can also provide additional training as requested, either on-site or here at our SIRE training
facility in Salt Lake City, Utah.
In order to ensure the proper training of SIRE users and administrators, we recommend adherence
to the following guidelines:
✓ We recommend that at least two individuals be trained as SIRE Administrators.
✓ We recommend not more than two people per workstation during training classes to
• ensure adequate levels of hands-on experience for each participant.
✓ Class sizes for User courses are not to exceed 10 participants.
✓ Class sizes for Administrator courses are not to exceed 4 participants.
System Administrator Training
We recommend that at least two individuals be trained on system administration. One would be the
primary system administrator and the other would be the secondary or backup administrator.
Training really starts during the installation process. SIRE project team members frequently discuss
and include system administrators so they become familiar with all aspects of the system. Then, a
number of days of formal training take place.
User Training
User training takes place after installation is complete. This is important whether the training is given
onsite or at our training facility. Onsite training utilizes the newly installed system. Users can
immediately begin using SIRE upon returning from in-house (at our training facility) training.
Instructional Methods
Training is entirely hands-on. Up to two people sit at each workstation with a maximum enrollment of
ten individuals (somewhat flexible). Our basic training model consists of these four parts:
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✓ Explain - The instructor offers students an explanation of the concept and its possible
applications
✓ Demonstrate - The instructor shows students exactly how to perform the operation or how the
concept works
✓ Practice - The students practice the concept using SIRE
✓ Evaluate - The instructor and students review the concept and practice performance. This gives
students a chance to ask questions and give input
Each User Training Course illustrates SIRE Viewer technology working with the document
management technology, in order to demonstrate how the SIRE system should be used. The View,
Scan Redline/Annotation and Database Administration Courses will be offered.
❖ SIRE VIEW
User TRAINING covers searching in SIRE and viewing documents in the SIRE Viewer,
then sending e-mail messages or faxing and reporting on the database information.
Scan= User
Training covers scanning and indexing documents in SIRE database and then
performing Quality Control on them in the SIRE Viewer.
❖ Annotate User
Training covers making and editing Annotations on documents in the SIRE Viewer and
linking them to other documents via the SIRE database.
❖ SIRE Database Administration
Training covers setting up permissions for groups and users in SIRE and the SIRE
Viewer, configuring projects and distribution lists and Database management.
❖ SIRE System Administration
Training covers the configuration of the SIRE Viewer, Database, and SIRE's Server
Software. This course usually conducted at the direction of the Project Manager (content and
duration of this course is site dependent). Each course lasts 3.5 hours, except the Database
and System Administration Courses, which last 7 hours. All users of the system should
attend the end user Viewing Training. Only personnel scanning new documents into the
system should attend the Scan/QC training course. It is up to the organization to determine if
Annotation training is needed at this point in the document management implementation
process. The system Administrator and the Database Administrator should attend all the
courses.
Additional Training Opportunities
❖ SIRE holds its annual SIRE RoundTableTm users conference each September. The
conference is a three-day event with classes tailored for users, managers, and system
administrators. SIRE RoundTable helps customers learn how to get the most out of SIRE
and learn about the latest industry trends, legal issues, and technologies. The conference is
a great networking opportunity for customers as well.
rI
C,
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❖ SIRE offers training opportunities for on-site administrators of SIRE systems, for end users of
the SIRE Product Suite, and for users and administrators of specific applications within the
complete SIRE Suite. Training can be as informal as working through an online tutorial during
a lunch hour, or as official as attending a SIRE training conference held at SIRE
Technologies headquarters in Salt Lake City, UT. SIRE also offers certification on its
products for advanced users and administrators of SIRE systems. SIRE certification officially
recognizes a certificate-holder as a trained professional in the use and/or administration of
SIRE software, and is a prestigious acknowledgement of valuable skills within Electronic
Document Management
❖ CompTIA CDIA+TM Certification - SIRE provides CompTIA CDIA (Certified Document
Imaging Architect) training and testing for our clients. The CDIA credential validates the
knowledge of professionals who deliver document imaging solutions. It is a vendor-neutral
certification that proves expertise in the technologies and best practices used to plan, design,
and specify a document imaging, management system.
Testing and Support
• SIRE Technologies staff will perform a complete system test of both the hardware and software before
beginning system training.
SIRE Maintenance & Support
SIRE personnel provide all maintenance and support for supplied hardware and software. SIRE
endeavors to provide single source and immediate services. SIRE is a user and administrator-friendly
system that requires very little maintenance once the database is set up initially. SIRE has planned
major releases approximately every 6 months in April and October. Phone support for all updates is
included in annual maintenance fees.
Your assigned implementation specialist and the SIRE support staff will provide all technical support
during implementation. Your project manager will track any issues during implementation to ensure
timely resolution. After system go-live, support and issue tracking will transition fully to the support
staff.
A hotline and/or SIRE Web support is available for all system difficulties during the agreed to support
hours. Most software problems can be solved through the use of either telephone support or a Web
logon within a very short period. SIRE support is unique in that there is direct access to the software
developers of the SIRE software, avoiding the necessity to deal with remotely located third party
developers.
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Support
SIRE provides phone support 24/7, 365 days a year, with a minimum of a 4-business hour response
time. Standard maintenance includes regular software updates with phone support available to install
the updates.
In the event of a component failure, a call from the City describing the problem would be made directly
to SIRE who would then coordinate with the City personnel to perform the service.
A hotline and/or SIRE Web support is available for all system difficulties during the stated support
hours. Most software problems can be solved through the use of either telephone support or remote
desktop support via the intemet. We currently use Webex for remote desktop support.
Incident Handling & Escalation
Standard support issues received from e-mail or voice mail should receive a response or notice of
acknowledgement within 4 business hours (same business day if possible). Higher level issues, which
typically come in by phone, receive immediate attention, with priority going to clients having more
critical issues. All support responses are handled initially by a support representative. When necessary,
issues are escalated first to a member of the development staff, then to the head of development, if a
resolution is not found.
Operation Manuals/Handbooks/Documentation Warranty
Maintenance Documentation
As part of the Maintenance Agreement SIRE provides the following documentation in both written and
on-line formats for all new clients:
• User Guides for all purchased products.
• System Administrator Guides for all purchased products.
• Training materials for all training sessions.
• Quick Reference sheets for the relevant products.
Upon award of contract SIRE will provide four (4) hard copies and one modifiable electronic copy of all
documentation to the City, which you are able to reproduce. With each new release, clients will get the
latest user and administration guides in electronic format on the SIRE product CD.
Conversion
At this time there has been no request for conversion. However, SIRE Technologies has the ability
and the tools to convert images and index criteria into the SIRE database.
C7
•
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Spare Parts
At this time there is no requirement for spare parts. SIRE Technologies is not proposing any
hardware.
Maintenance
Warranty Periods & Maintenance Options
The initial software warranty period is 90 days. The following post-warranty options are available.
Level One - This maintenance level provides support five days per week, eight hours per day
excluding recognized holidays.
Level Two - This maintenance level provides support five days per week, 24 hours per day
excluding recognized holidays.
Level Three - This maintenance level provides support seven days per week, 24 hours per day.
is
Software Maintenance
Software maintenance is provided as part of all levels of support and provides the following
services to users:
• 1 hour telephone response during normal business hours for high priority software
queries via the 800 telephone line
• Free software upgrades and documentation for all licensed software
• Phone support for all upgrades/updates
• Remote web support diagnostics via the internet and/or PC Anywhere
• Participation in product "wish lists" or new capabilities for future software
enhancements
• Participation in discussions relating to future product development strategies
• Participation in SIRE RoundTable User Conference
• Free update service for User Documentation
• Support of current release plus two prior releases
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Test Equipment
SIRE Technologies will use the testing equipment and methodologies needed to assure proper
hardware and software for maximum efficiency and operating speed of EDMS capabilities.
Impact on Current System
System Acceptance Test
SIRE Technologies staff will develop a structured plan for testing of the various subsystems and the
entire system by City of Rosemead. It will identify critical system functions to be tested repeatedly and
will include specific tests to be conducted. This function will be carried out under the direction of the
Project Manager.
SIRE Technologies staff will deliver the plan and review it with appropriate City of Rosemead
personnel. SIRE Technologies will submit a final draft of the plan to City of Rosemead for written
approval. This plan will take into account various phases of the project as identified in the
Implementation Plan.
•
Following installation of the hardware and software and testing of the system by SIRE Technologies is
staff, SIRE Technologies will submit the entire system for acceptance testing by City of Rosemead.
The test should ensure that the system and the purchased hardware and software meet all agreed-on
functional requirements, security requirements and performance requirements. The test will also
ensure that the documentation and operational procedures are complete and accurate.
City of Rosemead staff will test the system in accordance with the system Acceptance Test Plan and
document all failures and discrepancies. SIRE Technologies will document all responses.
SIRE Technologies does not expect any negative impact on the city's existing hardware or network
system.
Schedule
Provide a schedule on each phase of the proposed project beginning with program development
and ending with the date of operation. The schedule must include all tasks that will require time in the
SIRE will meet with the city upon award of a contract and create a Project Plan for the work specified
and proposed for this response to the RFP. We will attach a sample Project Management or
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Tentative Project so that you can see how we can identify and project the time line for each of our
projects.
Tentative Project Plan
SIRE has included a sample Project Plan located below that delineates the installation and other
various activities associated with installing an Agenda Management solution.
The sample project plan on the following page is based on SIRE's past experience with other clients
with similar requirements for agenda management. This is only a sample schedule, although based on
the needs of the City as outlined in the RFP. Exact dates, deadlines, additional tasks, trips, etc. will
be discussed, outlined, and agreed upon by SIRE and the City during contract negotiations.
ID
1
Task Description
Agenda Management Components
Duration
Total: 70.days (d)
Resources/Staff
2
Contract Signing
1 d
CPM, SPM
3
Provide Hardware Specifications
1.d
CPM, CS, SPM
4
The City will order any hardware not
already received
1.d
CPM, CS, SPM
5
Project Kickoff
1.d
CPM, CS, SPM
6
Review Initial Project Plan
1.d
CPM, CS, SPM
7
Conduct Project Kick-Off Meeting
1.d
CPM, Cs, SPM
8
Review project requirements & initial
project
plan w/ City
1.d
CPM, CS, SPM
9
'City approval of initial plan and
schedule
CPM, SPM
10
Phase I
9.d
11
Initial Business Analysis Interviews
1.d
CPM, CIT, CS, SPM, SIS
12
Agenda management and workflow needs
4.d
CAS. CWA, SPM or SIS
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SIRE.
C G t
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r
Task r
Duration
ResourceslStaff
definition
FitGap analysis between existing system
13
&
2.d
CPM, CIT, SPM, SIS
SIRE.
Data conversion mapping from old system
14
2.d
CIT, SIS
to SIRE
15
Data Conversion Sample Test
1.d
CIT, SIS
Create & Refine Requirement/Design
16
6.d
CPM, SPM
Specification and Plan
'Deliver Require. Spec. Doc. (RSD) &
17
1.d
CPM, SPM
Plan for City Review
Phase It: Project Plan/Schedule
18
15.d
SPM
Development
19
City reviews RSD and Plan
10.d
CPM, CS
20
Resolve questions/issues, refine plan
10.d
CPM, SPM, SS
'Formal Approval of Specifications, Plan
21
1.d
CPM, SPM
and Schedule
22
Hardware Received, Installed, and Tested
10.d
CPM, SIS
SIRE installs Agenda Plus/SIRE on
23
server
5.d
CIT, SIS
SIRE installs SIRE Admin Console on
24
5.d
CIT, SIS
Admin workstations
25
Basic System Configuration & Testing
5.d
CIT, SIS
26
Initial System Admin Training for Testing
5.d
CIT, CIA, SIS
and Pilot
Electronic Document Management System RFP Page 39
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SIRE Technologies' Response to the City of Rosemead. CA
June 18, 2008
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ID
Task Description
Duration
Resources/Staff
Initial User Training: Search, Retrieval,
27
Agenda Mgmt & Viewing for Testing and
5.d
CIA, CIT,
Pilot
28
Phase III: Testing and Pilot
25A
29
Create Plan for periodic Quality
1A
SPM
Assurance
30
Install, Configure Parallel System Test
4.d
CIT. SIS
Configure and test initial workflows based
31
10.d
CIT, SIS
on RSD
32
Workflow Admin training
2.d
CIT, CWA, SIS
33
Develop t£ install interfaces based on
20A
CIT, SIS, SD
RSD
Workflow Functional Test - Test System
34
5.d
CIT, CWA, SIS
resolve issues
35
Integration Functional Test - Resolve
5.d
CIT, SIS
Issues
Conduct System Parallel (Pilot) test on
36
5.d
CIT, CS, CAS, SIS
Base SIRE System
37
'City Sign-off of successful Pilot test
CPM, SPM
38
Phase IV
16.d
Confirm, implement and test any needed
39
4.d
CIT, SIS
changes
40
Create Implementation and Training Plan
3.d
SPM, SIS
Provide Implementation & Training Plan
41
to
1.d
SPM
City Project Team
Electronic Document Management System RFP Page 40
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
SIRE
•
www.siretechnologies.com
ID
Task Description
Duration
Resources/Staff
42
'City Approval of Implementation. &
2.d
CPM, SPM
Training Plan
43
Execute Implementation Plan
8.d
44
Implementation/GoAve Issue resolution
6.d
CIT, CIA, SIS, SPM, SD
45
Follow-up System Admin Training
2.d
CIT, CIA, SIS, ST
46
User Training
4.d
CIT, CIA, CAS, CS, ST
47
Base Agenda and Doc Mgmt System
3.d
CS, CPM, SPM, SIS
Go-live
48
Assess Integration & Workflow status for
1.d
CIA, CPM, SIS, 5D, SPM
possible implementation
49
'City Sign-off of successful Go-live
CPM, SPM
50
Acceptance Testing
2.d
CPM, CAS,SPM
51
City Sign-off of Acceptance
1.d
CPM, CAS,SPM
RESOURCES:
CPM = City Project Mgr SPM = SIRE Project Mgr.
CIT = City IT Staff SIS = SIRE Implementation Specialist
CIA = City IT Admin SS = Various SIRE Staff
CS = Various City Staff SD = SIRE Developers
CAS = City Agenda Staff ST = SIRE Trainer
CWA = City Workflow Admin
•
Electronic Document Management System RFP Page 41
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
E PRICING/FEES
showing a breakdown by item. Be sure tc
SERE.
www.siretechnologies.com
all items necessary to render project complete
SIRE Technologies proposal will be placed in a sealed package within each proposal
submitted to the city.
Pricing document will contain pricing for Project Management, Installation and training.
Each service will be charged by the hour. Extended training or training needed after the
initial installation will be charged at the same rate per hour.
2. Testing and support? State details.
•
Pricing document will include all testing and support pricing, both at initial
installation as well as on-going support costs.
SIRE Technologies personnel provide all maintenance and support for supplied hardware and
software.
SIRE Technologies endeavors to provide service that is at one single source and immediate.
In the event of a component failure, the call from City of Rosemead describing the problem would be
made directly to SIRE Technologies who would then coordinate personnel to perform the service.
A hotline is available for all system difficulties during the above hours. Most software problems can be
solved through the use of either telephone support or an on-line support call within a very short period.
3. Operation manuals/Handbooks/Documentation?
All SIRE EDMS Operation Manuals and Handbooks will be presented to technical staff
and end users. SIRE provides a complete set of digital manuals and handbooks that
can be used by the city as needed. SIRE Technologies will still retain their copyright on
the manuals and handbooks.
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• Electronic Document Management System RFP Page 42
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SIRE Technologies' Response to the City of Rosemead, CA
June 18. 2008
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SIRE.
www siretechnologies.com
4. Warranty? State details and time period. "ll
SIRE provides a 90 day warranty period after sign-off or acceptance by the city. After
the 90 day warranty period, an annual software maintenance agreement will be
implemented with the city for on-going support and maintenance of the SIRE system.
5. Test equipment? State details.
SIRE provides any test equipment and/or testing processes to test the hardware
and software for the best operation and speed of the system.
6. Any spare parts not otherwise covered under warranty/maintenance? State details.
There will be no spare parts required under the initial contract for EDMS for the city. SIRE
Technologies is not proposing any hardware in this proposal.
7. Proposed modifications? State details.
There are no proposed modifications required for the software and services proposed
in this response to the RFP.
8. Proposed updates/enhancements? State details.
SIRE Technologies issues two major upgrades each year for the advancement of the
SIRE EDMS and Agenda Automation software products. These are furnished at no cost
to the city. These upgrades will be issued by CD and SIRE Technologies technical staff
will offer support help if required by the city at no charge.
F. SUPPORTING MATERIALSIADDITIONAL INFORMATION
Various questions included in this RFP will be used in making a selection and should be addressed
by section and number. Submitters are requested to include with their proposal copies of
descriptive literature sufficient in detail to enable an intelligent comparison of the specifications of the
proposed with that of the requirements stated herein.
Corporate Products Reviewed
SIRE is an integrated electronic document and agenda management product suite. We say
"integrated" because SIRE fits seamlessly into any organization due to our software's modular design.
This modular design allows for future enhancements at your own pace. One of the major advantages
of SIRE over our competitors is our scalability. We just don't centralize on one core area of document
management; rather we focus on increasing our ability to provide for a total Document Management
solution.
•
Electronic Document Management System RFP Page 43
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SIRE Technologies' Response to the City of Rosemead, CA SO RE..
June 18, 2008
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There is significantly more to scalability than just adding user licenses. True scalability includes the
ability for the addition of new departments wherein separate file cabinets, unique access rights, and
integrations with 3rd party systems unique to that department may be needed. All of this must be
performed without negatively impacting any of the other departments in the organization - while
allowing other departments to tie in workflows and access documents (with permissions) that originate
other departments in the organization. Moreover, there is also a difference between adding a read-
only license and a scanning license. Some users will only access stored documents occasionally.
Others will constantly access the system through scanning, workflows, or document annotation.
wwwsiretechnologies.com
SIRE FileCenter.NETTM
SIRE FileCenter.NET is a stand-alone application that provides access to all of the file search and
view functions available through SIRE WebCenter. Additionally, many of the features of SIRE
FileCenter.NET cannot be accessed through SIRE WebCenter. As such, FileCenter.NET is the
primary interface for many SIRE users to search, view, print, e-mail, annotate, process, reproduce,
dispose, and review electronic documents in the SIRE system.
With SIRE FileCenter.NET, adding and managing scanned paper documents becomes as easy as
FW-aka Folder Bookawerks Optbm Wndm Help
Electronic Document Management System RFP Page 44
retrieving electronic files in your computer. It provides an easy interface to access all your files. It also
interfaces seamlessly with the NetViewer, giving you the ability to display files of over 300 different file
•
•
SIRE Technologies' Response to the City of Rosemead, CA S RE-
June 18, 2008
www.siretechnologie-s.com.
types without the need to have the native application on a workstation. SIRE FileCenter.NET also
manages retention schedules and workflow processes, and uses revision control for these electronic
documents.
Using SIRE FileCenter.NET as an essential part of your electronic document management system
allows you to significantly reduce physical storage space while rendering documents portable and
remotely accessible for fast retrieval by multiple users simultaneously.
SIRE WebCenterTm
The online side of FileCenter is SIRE WebCenter, which provides immediate access to your
documents or agendas from anywhere, at anytime. SIRE WebCenter is the Web-based application
used to access and view files in your SIRE system, manage items in your workflow queue that require
your action or approval, access and submit forms created through the SIRE Forms application, and (if
you have Administrator access to the SIRE system) manage the SIRE Product Suite.
SIRE
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Welcome to SIRE WebCenter, your online access to. the SIRE Electronic Content
Management System. WebCenter lets you access documents In your SIRE System from arty
agenda plus
Internet-ready computer, anywhere In the world. Search, view, print, and email your most
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SIRE WebCenter brings you Better Outcomes-"-
WebCenter Powered by SIRE Technologies ® 2006
WebCenter is truly a universal solution. There is no special software to download and no special
training required, just use any web browser to log on. WebCenter is not difficult to use either. Its
intuitive interface provides a simple, easy-to-understand approach to document retrieval. Whether
you're in business, government, or education, you want to "see" the impact your investments have on
your organization. We like to call this your "Visual Return on Investment".
Electronic Document Management System RFP Page 45
SIRE Technologies' Response to the City of Rosemead. CA SIRE.
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June 18. 2008 L
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Because it brings the power and functionality of SIRE online, SIRE WebCenterTM amplifies SIRE's
benefits through access, portability, and distribution.
•
Access - Just like SIRE FileCenter.NETTM", SIRE WebCenterTm provides access to all your
documents and agendas, but online. You can view documents in over 300 file formats without needing
their native software applications. And of course, you never need to worry about security.
Portability - Leave your file cabinet at the office, but take your information with you wherever you go.
That's what makes SIRE WebCenterTm so great. You can access your documents and agendas from
any Internet-ready PC no matter the place or time.
Distribution - You're not the only one who can take advantage of SIRE WebCenter's portability. You
can share your information with clients and co-workers easily. They just logon, search, and view.
SIRE Capture.NETTM
Complete document lifecycle management begins with SIRE Capture.NETTm, the tool that facilitates
your document management end-to-end process. SIRE Capture.NET provides the ability to rapidly
scan your documents in large quantities called batches. For low volume scanning, our Scan to Folder
option may be used to enter documents into the SIRE application.
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supported indexing tools such as bar code recognition at the time of scan. SIRE Capture.NET
allows you to keep your scanning station productive by routing scanned batches to another
workstation to be indexed. This process creates an effective method for streamlining the paper
process by continuously digitizing all incoming documents upon receipt. Indexed documents can
then be filed and/or become part of a workflow.
A document can be automatically sent through a review process and combined with other electronic
documents as part of an electronic file. The indexed information can be integrated with other
0 Electronic Document Management System RFP Page 46
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
SIRE.
•
www. s iretechnotogie s. com
applications in the organization to help prevent double entry. Scanned images are converted to a non-
proprietary format allowing you to view the image in virtually any image viewer including most web
browsers.
SIRE Capture.NET has a unique interface that allows the user to graphically represent indexed
documents. What the user sees in the Capture interface is exactly how the documents will appear in
SIRE FileCenter.NET. Capture also includes "Zone Optical Character Recognition" and Automated
Indexing. SIRE Capture.NET incorporates the best Optical Character Recognition (OCR) technology
available. This facilitates easier retrieval and speeds up the indexing process.
These additions work together to create precise electronic versions of paper documents that are then
automatically sorted, labeled, and filed in appropriate system folders.
SIRE Auto-Index TM
The SIRE Auto-Index feature builds upon Optical Character Recognition technology
to automate the indexing of scanned documents. SIRE Auto-Index results in rather dramatic reductions
in the time required to index and validate documents, improved accuracy, and increased productivity.
Unique Features of SIRE Auto-index
SIRE Auto-Index has been designed to maximize efficiency in document indexing. Specific
characteristics and features of SIRE Auto-Index contribute to this efficiency, including:
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SIRE Technologies' Response to the City of Rosemead, CA S RE_
June 18, 2008
www siretechnologies.com
Batch Indexing - Batch Indexing lets organizations scan a set of documents that might not even be
related to one another, and apply rules for the indexing of each individual document. Optical Character
Recognition identifies unique document features that correspond to pre-configured Document Types.
Each Document Type is associated with a comprehensive index template that labels each individual
document for storage and future retrieval. Values for each index within this template are either pre-set, or
are identified directly from the text of the document itself, using Optical Character Recognition.
Quality Control - Even though SIRE Auto-Index is highly accurate in and of itself, organizations can
double-check document indexes quickly, and modify indexes easily when errors are discovered. Rubber
band OCR" features let quality control users highlight the portion of a document that contains the correct
index value. Optical Character Recognition extracts this value from the document, and automatically
inputs it in the selected index. Auto-Indexing can be configured to notify users when it is unable to
identify some or all of the necessary data elements used to index a scanned document. When this
occurs, users can quickly rubber band index values manually.
❖ Zone Indexing - Batch auto-indexing presents a unique set of challenges. Using OCR to read every
page of every document in a batch can significantly hinder the performance of auto-indexing. SIRE
counters this problem by only reading the document until it finds the data that it needs. Once the data is
found, it stops reading and moves onto the next document. SIRE uses zone indexing to identify the
precise locations where index values will be extracted from document text using Optical Character
Recognition. Document types can be configured to automatically identify and extract data from the text
content of a scanned document. Two forms of zone indexing further reduce the time required to identify
the required data fields.
•
Static Zones - Some document types record the same data in the same location of the document
every time. For example, the date and invoice number on an invoice are generally recorded in the same
place every time an invoice is generated. After SIRE Auto-Index identifies the document type associated
with a scanned document, Optical Character Recognition is performed on all static zones configured for
that document type. Values for indexes associated with static zones are input into the index template.
SIRE even accommodates document anomalies such as irregular margins. Key Zones Some document
types record data in various and unpredictable locations on document. Key zones let SIRE Auto-index
identify and record key data regardless of where the data is located on the document.
❖ External Data Validation & Uniformity - To achieve 100% accuracy and virtually eliminate the
need for human intervention and validation in the indexing process, SIRE has an optional feature which
allows it to access a disparate database (such as a mainframe) to augment and validate data extracted
from a document. In this way, SIRE records index values the same way every time, avoiding the
problems of abbreviations and misspellings. When accessing a database is not feasible or possible,
SIRE offers a Lookup List option that double checks data from the documents against the lookup list in
the same manner as the database. The lookup list can be imported from an existing data source to avoid
timely setup.
Auto-Population -Moving beyond the ordinary bounds of indexing, SIRE provides the ability to draw
specific data fields from a document, validate the data against the database, then automatically populate
the index fields with related data from the database. For example, when a document contains only the
identity of a parcel of land, database records can be accessed to add addresses, zoning and other
Electronic Document Management System RFP Page 48
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
•
S.ORE-
www.siretec-hnologies-.com
information associated with that parcel of land. SIRE automatically populates index fields labeling the
document with both the plat information extracted from the scanned document itself, and the address,
zoning and other information from the database.
❖ Barcodes and Patch Codes - SIRE can read barcodes printed on, or attached to scanned
documents, and populate index fields from barcode data. SIRE has the ability to both file and append (or
collate) pages to a document using barcodes. SIRE also reads patch codes to easily separate multiple
page documents from one another.
Speed & Accuracy - In initial testing of SIRE Auto-index, users have achieved up to 100% accuracy
in document indexing. Quality control users have been able to reduce the time of the indexing and
validation process from an average of two minutes per document (testing a 5 page document with 6
index fields) to approximately 17.5 seconds. Average indexing time per page is approximately 4 seconds
in these tests.
SIRE Viewer"rm
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JPEGs, etc. The SIRE Viewerrm feature within Capture supports close to 300 different file types in
their native formats without the need for the native application, including black and white or color
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photos. SIRE also allows the creation of compound documents: a single document comprised of
multiple different file formats, all of which can be viewed in the SIRE Viewer provided they are the
Electronic Document Management System RFP
Page 49
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•
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SIRE Technologies' Response to the City of Rosemead, CA
June 18. 2008
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SERE.
www siretechnologies com
supported file types. Non-supported file types can be automatically launched in the native application
if it is present on the viewing workstation. Supported file types can be viewed in a client environment
or from a browser, without native applications including supported AutoCad files.
SIRE Viewer and the viewer capabilities in Capture.NET provide the following robust functionality:
✓ Users can scroll and page up and down within a document.
✓ Users can browse forward or backward through documents when making edits or just viewing.
✓ Users can resize windows.
✓ The retrieval screen can display both the index and the imaged document simultaneously side-
by-side.
✓ Users in SIRE Capture.NET can index documents while looking at the documents on the
screen.
✓ Users can browse through documents and quickly retrieve selected pages.
✓ Users can print groups of pages from a long document by simply identifying the range of page
numbers.
✓ Users can simultaneously display two pages of the same document side by side.
✓ Users can simultaneously display two or more pages of different documents side by side:
✓ Users can view hit lists, thumbnails and first pages of documents while selecting documents to
view.
✓ Zip files can be decompressed directly in the Viewer
✓ Submission of a reason for viewing a file can now be required and logged
•
The SIRE system has a robust user interface supporting all the latest viewing options, including but not
limited to the following:
✓ Zoom In, Zoom Out, and Zoom Select
✓ Image Pan
✓ Image Crop
✓ Image Cleaning
✓ Files can be viewed at various magnifications, including 50%, 75%,150% etc.
✓ Move First, Move Previous, Move Next, and Move Last
✓ Goto Page, Page Previous, and Page Last (for files with multiple pages)
✓ Rotate 90° Right, Rotate 90° Left, Rotate 180°
✓ Fit Height, Fit Width, Fit Page
✓ Show Layers and Show Colors
✓ Thumbnail viewing
✓ Select and view specific pages (Go to page)
Users can simultaneously view multiple images of various types while working with data entry in
another window. Multi-page documents can be easily navigated using arrow icons in the viewer or
using the arrow keys on the keyboard. The SIRE Viewer supports close to 300 file types in their native
file format. Different supported file types can be combined into a single electronic document and
viewed as a "compound document" in the viewer.
0 Electronic Document Management System RFP Page 50
SIRE Technologies' Response to the City of Rosemead, CA SORE
June 18, 2008
www siretechnologies.com
SIRE has included a listing of the files supported by our system below for the City's review.
File Formats Supported by SIRE Viewer
ASCII Text
Microsoft Word for Mac
Ami Draw (SDW)
UNIX TAR
HTML
Microsoft Works for Mac
AutoCAD Interchange and Native
Drawing formats (DXF and DWG)
ZIP
IBM FFT
Novell WordPerfect
AutoShade Rendering (RND)
Microsoft Outlook Folder (PST)
IBM Revisable Form Text
Access
Binary Group 3 Fax
Microsoft Outlook Message (MSG)
Microsoft Rich Text Format
(RTF)
dBASE
Bitmap (BMP, RLE, ICO, CUR, OS/2
DIB & WARP)
MIME
Unicode Text
DataEase
CALS Raster (GP4)
Executable (EXE, DLL)
UTF-8
dBXL
Corel Clipart format (CMX)
Executable for Windows NT
EBCDIC
Enable
Corel Draw (CDR)
Microsoft Project
WML
First Choice
Corel Draw (CDR with TIFF header)
vCard
DEC WPS Plus (DX)
FoxBase
Computer Graphics Metafile (CGM)
ABIC (compression)
DEC WPS Plus (WPL)
Framework
Encapsulated PostScript (EPS)
AFP
DisplayWrite 2 & 3 (TXT)
Microsoft Works for
Windows
GEM Paint (IMG)
AFX
DisplayWrite 4 & 5
Microsoft Works (DOS)
Graphics Environment Mgr (GEM)
ASCII
Enable
Microsoft Works (Mac)
Graphics Interchange Format (GIF)
AVI
First Choice
Paradox (DOS)
Hewlett Packard Graphics Language
(HPGL)
BMP
Framework
Paradox (Windows)
IBM Graphics Data Format (GDF)
BRK
IBM Writing Assistant
Personal R:BASE
IBM Picture Interchange Format (PIF)
(30X, BTR)
Lotus Manuscript
R:BASE 5000
Initial Graphics Exchange Spec
(IGES)
CALS
MASS11
R:BASE System V
JBIG2
CCITT
Microsoft Word
Reflex
JFIF (JPEG not in TIFF format)
CGM
Microsoft Works
O & A
JPEG (including EXIF)
CLP
MultiMate
SmartWare II
Kodak Flash Pix (FPX)
CUR (WIN)
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Electronic Document Management System RFP Page 51 •
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SIRE Technologies' Response to the City of Rosemead, CA
June 18. 2008
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S~IRE.
www siretechnologies com
Navy DIF
Enable
Kodak Photo CD (PCD)
CUT
Nota Bene
First Choice
Lotus PIC
DCM
Novell WordPerfect
Framework
Lotus Snapshot
DCX
Office Writer
Lotus 1-2-3 (DOS &
Windows)
Macintosh PICT1 & PICT2
Deflate (compression)
PC-File Letter
Lotus 1-2-3 (OS/2)
MacPaint (PNTG)
DIB
PC-File+ Letter
Lotus 1-2-3 Charts (DOS &
Windows)
Micrografx Draw (DRW)
DGN
PFS:Write
Lotus 1-2-3 for SmartSuite
Micrografx Designer (DRW)
DOC
Professional Write
Lotus Symphony
Micrografx Designer (DSF)
DWG
Q&A
Mac Works
Novell PerfectWorks (Draw)
DXF
Samna Word
Microsoft Excel Charts
OS/2 PM Metafile (MET)
EPS ,
SmartWare II
Microsoft Excel Macintosh
Paint Shop Pro 6 (PSP)
EXIF
Sprint
Microsoft Excel Windows
PC Paintbrush (PCX and DCX)
FPX
Total Word
Microsoft Multiplan
Portable Bitmap (PBM)
CCITT G3 (compression)
Volkswriter 3 & 4
Microsoft Works for
Windows
Portable Graymap (PGM)
CCITT G4 (compression)
Wang PC (IWP)
Microsoft Works (DOS)
Portable Network Graphics (PNG)
GIF
WordMARC
Microsoft Works (Mac)
Portable Pixmap (PPM)
HPGL, HPGU2
WordStar
Mosaic Twin
PostScript (PS)
HTM
WordStar 2000
Novell Perfect Works
Progressive JPEG
ICO
XyWrite
PFS:Professional Plan
Sun Raster (SRS)
IFF
Adobe FrameMaker (MIF)
Quattro Pro for DOS
StarOffice/OpenOffice Draw for
Windows and UNIX
IMA
Hangul
Quattro Pro for Windows
TIFF
IMG (GEM)
JustSystems Ichitaro
SmartWare II
TIFF CCITT Group 3 & 4
IMG (Xerox)
JustWrite
StarOffice/OpenOffice Calc
for Windows and UNIX
Truevision TGA (TARGA)
IMT
Legacy
SuperCalc 5
Visio (preview)
IOCA (ICA)
Lotus AMI/AMI Professional
VP Planner 3D
Visio
JPEG (JFIF)
Lotus Word Pro
Corel/Novell Presentations
WBMP
JBIG2
Electronic Document Management System RFP Page 52
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SIRE Technologies' Response to the City of Rosemead. CA
June 18. 2008
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SORE.
_www.sirelechnologies.com
Microsoft Windows Write
Harvard Graphics for DOS
Windows Enhanced Metafile (EMF)
JPEG 2000
Microsoft Word for Windows
Harvard Graphics for
Windows
Windows Metafile (WMF)
(Part 1 JP2)
Microsoft WordPad
Freelance for Windows
WordPerfect Graphics (WPG &
WPG2)
JPEG 2000
Microsoft Works for
Windows
Freelance for OS/2
X-Windows Bitmap (XBM)
(Part 2 JPX)
Novell Perfect Works
Microsoft PowerPoint for
Windows
X-Windows Dump (XWD)
KFX
Novell/Corel WordPerfect for
Windows
Microsoft PowerPoint for
Mac
X-Windows Pixmap (XPM)
LV
Professional Write Plus
StarOffice/OpenOffice
Impress for Windows and
UNIX
GZIP
LZW (compression)
O&A Write for Windows
Adobe Photoshop (PSD)
LZA Self Extracting Compress
MAC
StarOffice/OpenOffice Writer
for Windows and UNIX
Adobe Illustrator
LZH Compress
MJ2, MJP2 (Motion
WordStar for Windows
Adobe FrameMaker
graphics (FMV)
Microsoft Binder
JPEG 2000)
MacWrite II
Adobe Acrobat (PDF)
UUEncode
MO:DCA
UNIX Compress
MPEG
video streams(1,2, and 4)
MSP
NCR 1
OS2 BMP
PACKED (compression)
PBM
PCT (PICT)
PCD
PCX
Electronic Document Management System RFP Page 53
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SIRE Technologies' Response to the City of Rosemead. CA SORE
June 18, 2008
•
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www siretechnologies.com
SIRE Forms TM
SIRE Forms lets you quickly design and publish electronic forms that users can complete and submit
online. SIRE then processes the forms and either uses them to kick off a business process in SIRE
Workflow or stores them for later retrieval. SIRE Forms allows you to create electronic forms either
from scratch, or based on an existing electronic or paper form your organization currently uses. Data
fields are created and associated with form fields. When the form is filled out online, the data fields
provide information useful for other tasks such as in SIRE Workflow, populating index fields, or
creating a document in a SIRE Cabinet.lf your form is based on an existing paper form, you can scan it
and use it as a "background" for your SIRE form. You can then create data fields and place them at
specific locations on top of the background image. The layers of the completed form appear identical
to the original, but can now easily gather data electronically. You can also take existing electronic
forms created in Microsoft Word or Excel, and import them as SIRE forms, utilizing the existing data
entry fields as SIRE data fields to store information in within your SIRE system.
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Forms gives you a set of useful tools including a WYSIWYG (What You See Is What You Get) design
screen and click-and-drag field and caption creation, so you can see exactly what your form looks like
as you design it.
The Forms module available in SIRE WebCenter creates folders within the SIRE filing system, and
replaces paper forms previously required to gather information for business purposes with electronic
Electronic Document Management System RFP Page 54
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
•
SIRE.
• o
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forms created by your SIRE Administrator. These forms can be offered within an organization or to the
public to be completed and submitted over the internet or intranet. Because all data submitted to these
forms is already in digital format, they can be quickly and accurately processed by the SIRE filing
system and used to execute workflow processes, or stored within the SIRE cabinet structure for later
retrieval and use.
SIRE ERM (COLD)-rm
Electronic Report Management or
ERM has its origins in and older 9
technology called COLD. COLD
is an acronym for Computer
Output to Laser Disk, referencing
old-style management systems that
included large jukeboxes filled with
optical disks. The technology has
since evolved and provides the
capability to process large reports
from your mainframe or other
systems into indexed digital
information that's directly
searchable and retrievable by end users.
PathsI Error NotificationI CwrpletionNotifrcation Process-Times'I
Start and stop times fa COLD processing
Selected
Start Time
Stop Time
SUN
J
MON
J
TUE
J
WED
J
THU
J
FRI
J
SAT
J
OK
Cancel
The ERM process starts by capturing data from a mainframe, financial system or any other system
that produces reports to a file. The raw data is converted into a report, invoice, or other form. Finally,
index information is extracted from pre-determined areas in the text and used to create a new index
record. The new record and file is then stored in SIRE ERM.
Instead of printing out on reams of paper and taking up valuable storage space, these reports are
captured and available for retrieval from FileCenter or WebCenter. Thus saving storage space and
enhancing the searching of the reports exponentially.
Types of Reports
Report summary
Documents combined to create a report
Records combined to create a report
A combination of the above
•
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Electronic Document Management System RFP Page 55 •
SIRE Technologies' Response to the City of Rosemead. CA
June 18. 2008
SIRE ERM (COLD) Output Formats
U
SIRE.
www.siretechnologies corn
❖ SML - One background TIF file is used in conjunction with an SML file that contains the overlay
data. The image is rendered real-time.
❖ DOC - Each page of the report is saved in a rich text format.
❖ XLS - The data can be pushed to an Microsoft Excel TM spreadsheet that allows further
calculations and manipulations for document layout.
❖ TIF -The SML file is combined with the background TIF file permanently.
PDF -The input PDF file is broken up to logical documents and stored as such.
SIRE's Record Retention TM
E user then designates the next step in the document's retention, such as inactivation, archival, disposal,
The SIRE Record Retention Module included with the SIRE WebCenter module makes management
of record retention easy. Maintenance, storage, retention, archiving, and disposal of organizational
documents can be driven by any of several forces, including internal business needs, compliance with
legislative statutes, audit accountability, and many others.
SIRE retention schedules are composed of terms, through which documents assigned to that retention
schedule pass. Documents can pass through these terms in chronological succession, or move back
and forth between terms as defined by the retention schedule. When a document reaches the end of a
term, a task item is sent to the SIRE user assigned to manage the retention of that document. The
etc.
All the guess work is gone, and your records retention will be worry free. You can also:
❖ Manage retention for both electronic and paper documents
❖ Tackle legal requirements for retention according to your specific organization
Use saved searches to quickly set up retention criteria
Work with retention schedules from the same interface you use for other document
management tasks
• Electronic Document Management System RFP Page 56
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SIRE Technologies' Response to the City of Rosemead, CA SORE.
June 18, 2008
www siretechnologies com •
Loapul
~~:aT1t`!'r
■itf'1 i~ i t'dpi.in"I Retention
•
Key Benefits
Although people may use different words to describe it, the document lifecycle basically consists of
three steps: (1) creation, (2) use and maintenance, and (3) disposition. But, within each of these steps
are many other tasks and activities which are essential for effective records management.
Disaster & Access Security
Electronic documents stored with SIRE are virtually impossible to destroy and can easily be moved or
backed up. What's more is user-specific permissions control access to documents making SIRE's
solution your best defense for disaster and unwanted access.
Guaranteed Authenticity
With SIRE's solution making revisions to a document never changes the original. So you can be sure
your documents are always authentic.
Electronic Document Management System RFP Page 57
Retention > View All Schedules
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SIRE Technologies' Response to the City of Rosemead. CA S RE_
June 18, 2008
• - - - - _ - - - -www siretechnologies.com
Long-Term Integrity
You want high-quality electronic documents that won't degrade before you no longer need them. With
SIRE the integrity of your records will always be in tact.
Fast & Portable Accessibility
SIRE offers fast retrieval of documents from your desktop or any Internet-ready PC. Internal and
external customers can access information anywhere, anytime.
Storage
SIRE makes storage of documents easy whether you are migrating existing electronic files or imaging
paper documents. SIRE can view documents in over 300 file formats without using their native
software. And, with batch scanning, auto-indexing, and barcode recognition, you'll take record storage
to a whole new level.
SIRE Administrator TM
SIRE Administrator is SIRE's command center and application administration console. SIRE
Administrator is the application used by administrators to manage administrative tasks for the SIRE
Solutions Suite. It allows you to perform tasks such as:
• Understand basic installation requirements
• Become familiar with the SIRE Administrator console and the various administration tools
• Create and configure cabinets and indexes
• Learn the essentials of SIRE security
• Set up users, user groups, and permissions
• Create annotation layers and set security for them
• Become familiar with the different SIRE services and how to work with them
• Become familiar with and configure the various SIRE settings
• Work with SIRE statistics and reports.
• Adding and modifying users, security groups, and permissions
• Adding cabinets, fields, and indexes
• Checking statistics, working with logging, and modifying system settings
• Manage SIRE Agenda Plus
Here is a brief explanation of each tool found in your SIRE Administrator Console.
Licensing: Allows you to view your SIRE license levels and monitor current connections to SIRE.
❖ Settings: Allows you to configure system settings such as system mail options and full text search
settings. Under Settings, you can also set your logging options.
❖ Services: Allows you to monitor and work with SIRE services.
Vault. Allows you to create and manage cabinets and cabinet views.
❖ Indexes: Allows you to add and configure indexes.
Electronic Document Management System RFP Page 58
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SIRE Technologies' Response to the City of Rosemead, CA ORE :
June 18, 2008 www siretechnologies.com
❖ Security: Allows you to set up and modify SIRE security items such as user accounts, user
groups, and permissions.
❖ Statistics/Reports: Allows you to get a files and folder count for any cabinet and search system
logs and user activity logs.
❖ WebCenter Settings: Allows you to configure and modify essential settings for SIRE WebCenter.
SIRE Searching
SIRE provides excellent searching capabilities with a variety of ways to search the metadata using
standard naming conventions and full text searching. Folders and files stored in the SIRE system can
be easily retrieved using any of six search methods available in WebCenter, described below.
Simple 3 Advanced I~ Index I Cross Cabinet IF'] Fib Description ;.I Annotation s SQL 161 Saved
docs Search Save Oear
Field Nome Search Value
Doaanent_Id ® Full Text Seach
Name
Type
Date _Received J f: ALL words r ANY word f EXACT Please
Date_Expired J
Status •
Quick Search
✓ WebCenter lets you designate a single Saved Search as your Quick Search, which you can run
easily by clicking the Quick Search link.
Simple Search
✓ A Simple Search compares input search criteria to folder index fields, or the text content of
files. During a Standard Simple Search, folders with index fields that match the search criteria
are returned as search results. A Full-text simple search compares search criteria to the text
content of files within designated folders, and returns files that contain text that matches the
search criteria.
Advanced Search
✓ An Advanced Search compares input search criteria against single or multiple index fields, and
allows more variety of search conditions than a simple search. You can search for index fields
"Equal To" or "Greater Than" input criteria, and require search results to meet multiple
criteria using "And" and "Or" operators. Full- Text Advanced Searches compare search criteria
to the text content of your files
•
•
Electronic Document Management System RFP Page 59
•
✓ A Cross-Cabinet Search performs a Simple Search across multiple file cabinets.
✓ WebCenter lets you save and perform commonly-used searches easily without having to input
search settings and search criteria again. Saved searches are associated with individual users,
and cannot be shared with other users.
✓ Custom Searches are similar to saved searches, but are created by a SIRE Administrator using
XML files, and made available to multiple users of SIRE WebCenter. Each of these searches
can be performed in either of two modes: Standard and Full-Text. Standard searches compare
input search criteria to the index values that describe the contents of folders and files in the
SIRE system. Full-Text searches identify files that contain text that matches input search
criteria.
•
0
SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
Cross Cabinet Search
Saved Search
Custom Search
Full text searching works with many file types including but not limited to Word, Excel, PDF,
WordPerfect, HTML and XML documents. SIRE advanced search capabilities include but are not
limited to the following:
• Multi-field index searches
• Conditionals searches using AND, OR, LIKE, NOT, etc.
• Exact match and wildcard searches
• Boolean
•
SORE-
www.siretech-nologies.com
• Full text search
•
• Fuzzy, Boolean, stemming, and phonetic searches.
• SIRE's full text search highlights the hits on the page
• SIRE provides easy to use search and print capabilities.
• SIRE allows for different file cabinets created each with its own user-defined indexes available
for searching.
• The system can assign a unique identifier to the document and searching can be done in a
variety of ways.
• Search can be done with conditions such as greater than, less than, wild card, range searches,
simple values etc.
• Users can search by date added, author, and recipient
• FTR searching is available in SIRE.
• Users can generate reports and queries as needed by exporting search and query results and
hit lists.
• You can now save frequently performed searches to reduce typing and increase user
efficiency.
Electronic Document Management System RFP
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SIRE Technologies' Response to the City of Rosemead. CA SORE-
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SIRE Reports rm
SIRE Reports allows users and administrators to monitor actions, status, and operations of various
features of the SIRE system, and generate complete reports on these various elements. SIRE Reports
are accessed through SIRE WebCenter. The reports themselves are accessible only to users who
have been granted access. All users, regardless of report permission, see the Report tab on SIRE
WebCenter. Users without reports permissions see a message in place of the Reports list:
The SIRE Reports component in WebCenter utilizes Microsoft's Reporting Services to perform its
fundamental operations. In order for SIRE Reports to function properly, specific software applications
and components that support Microsoft's Reporting Services must be installed and operational on the
machine hosting the Reports Service.
Statistics & Reports Overview
SIRE Administrator has a reporting option that can give you useful statistics and reports to help
you manage your SIRE system, security, and staff productivity. To use the search options, you
must have logging turned on under Settings. Here is a brief explanation of the different options
available:
Folder/Files Count by Cabinet: This option returns a statistical report showing all SIRE
cabinets and the number of files and folders in each.
Search System Logs: When logging is enabled, this option allows you to search the system
logs within a specific date range to monitor actions such as adding, deleting, printing, and
viewing.
Search User Activity Report: When logging is enabled, this option generates a report
showing each user and the number of times they have printed, and viewed any item in
FileCenter.
Standard Reports
Standard reports include but are not limited to:
User activities including logging in, printing, viewing, editing, deleting and other user tasks
Number of folders and files by cabinet
Security groups and user lists
System settings
Index and cabinet lists
Standard reporting tools such as Crystal and Cognos can also be used to access data from the
SIRE system
•
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Electronic Document Management System RFP Page 61
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•
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SIRE Technologies' Response to the City of Rosemead. CA SORE.
June 18. 2008
www siretechnologies.com
Custom Reports
SIRE has the capability to generate custom reports using Crystal Reports. Custom reports can also be
created using our Saved Search functionality. Reports can be printed directly or exported in several
different formats including HTML, text, and Excel.
Searches can be setup to retrieve information based on a given criteria such as when a user has
logged into the system, how many times has a user viewed, scanned, printed etc. System logs can be
searched for certain events occurring such as adding a document, viewing, printing, editing, check in,
check out, launching a document, emailing, etc. The search results can be printed and exported to
ASCII text files, excel spreadsheets and html.
SIRE Security
SIRE's solution addresses all of the City's security concerns by allowing security at the folder,
document, word and annotation levels for both internal and Internet access. Permissions can be set
for any actions within the system, including log in, view, edit, email, export, delete, add, check in,,
check out, save, and print. Permissions can be granted at the cabinet, folder, and annotation levels or
you can protect confidential words or paragraphs in individual documents using redaction capabilities.
In addition, administrators can control what actions a user can perform on documents within a cabinet.
Permissions can be assigned at the group level, or custom permissions can be applied to individual
users.
The following is a list of permissions which can be managed at the user and group levels within the
SIRE solution. Auditing can be enabled on any or all of these functions:
✓ View
document
✓ Add
✓ Print
✓ Delete
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• Electronic Document Management System RFP Page 62
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SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
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We can also utilize existing security via LDAP and Microsoft Active Directory to enable single login
access utilizing your existing network user login.
Electronic Document Management System RFP Page 63
SIRE Technologies' Response to the City of Rosemead, CA
June 18, 2008
is - -
Security Auditing & Reporting
1]
SERE.
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www siretechnologies com
Reports can be generated and the criteria can be set up to search on all logging parameters. The
reports can also be generated on a date range, on a particular user or group of users, events, cabinets
etc. SIRE provides the ability to log and audit system events, such as file access, deletions and
process activities, for reporting, analysis and compliance purposes.
Statistics and reporting features allow for user activity reports showing each user and the number of
times they have printed, and viewed any item in FileCenter. System logs allow searching the system
logs within a specific date range to monitor actions such as adding, deleting, printing, and viewing of
documents. Folder and file count options show all SIRE cabinets and the number of files and folders
in each.
Reports can be generated and the criteria can be set up to search on all logging parameters. The
reports can also be generated on a date range, on a particular user or group of users, events, cabinets
etc.
0 Electronic Document Management System RFP Page 64
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SIRE Technologies' Response to City of Rosemead CA S ICE..
June 18, 2008
- - - www sire technologies_ com
Attachment 1 SIRE Technologies - Company Form
City Of Rosemead
Document Imaging Storage Retrieval System
COMPANY INFORMATION FORM
Dear Sir or Madam:
Please complete the form below
Company Name: SIRE Technologies
Telephone No: (801) 977-8608
Contact Person: Bruce Elliott, Regional Director
Address (Other Than P.O. Box) 3676 W California Ave., Unit 13100
City: Salt Lake City
State:
Utah
Full 9-Digit
Zip Code:
84102
Fax Number: 801-977-8775
-
ail
Comments: E-mail address: belliott@siretechnologies.com
Electronic Document Management System RFP
Page 65
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SIRE Technologies' Response to City of Rosemead CA
June 18, 2008
Attachment 2 - SIRE Information Packet
SORE-
_wmw sire technologies corn
The following pages of SIRE Information Brochures will inform you of SIRE's great immediate
capabilities for the City Clerk and others that will provide you with solutions that will help you
remain compliant as well as reduce your workload.
SIRE Capture
SIRE Auto-Indexing
SIRE FileCenter
SIRE WebCenter
SIRE Clerk's Better Outcome Brochure
Electronic Document Management System RFP Page 66
•
SIRE
Capture'"
With the ability to capture both digital and electronic
documents, plus the ability to index every document
upon receipt, document management becomes
simple, sleek, and streamlined.
Document lifecycle management begins with SIRE Capture'". More than just a
scanning solution, SIRE Capture digitizes documents, works with electronic docu-
ments in their native applications, and indexes documents automatically.
Once SIRE Capture "captures" a document, it is ready to be part of a current
workflow or for archiving.
Archiving, in particular, is a critical challenge in document management because
archiving applications evolve rapidly. If you enter a document into your system
today, a proprietary format will soon be antiquated, making the document inacces-
sible unless you re-do your archiving. SIRE Capture automatically converts docu-
ments to a universal, non-proprietary format readable by virtually any image viewer,
including most web browsers. Documents are accessible now, regardless of native
application, and for years to come.
SIRE Capture incorporates the best Optical Character Recognition (OCR) technol-
ogy available, ensuring superior accuracy, easy retrieval, and fast indexing of
documents. Scanning documents in large quantities called "batches", and using
OCR and barcodes to index these batches, turns monotonous, error-prone labor
into fast and accurate automatic processes.
Once batches are scanned, indexing can be done at another workstation, keeping
your scanning station productive. Indexed documents can then be filed, become
part of a workflow, and be integrated with external databases to prevent double
entry. By continuously digitizing and indexing every incoming document upon
receipt, document management becomes simple, sleek, and streamlined.
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T E C H N O L O O 1 E S
e r A L P M A C O R P•
Scanner Compatibility
SIRE Capture- supports a wide range
of scanners, including Kodak, Bell &
Howell, Fujitsu, HP, Panasonic, Cannon,
and many more. It also supports many
combination scanner/fax/copiers.
Features
Captures both electronic
and digital documents
Universal, non-proprietary file format
High-speed batch scanning
rv Scan-to-Folder for low
volume scanning
Barcode recognition
On-the-fly quality control
Support of most scanners
Automatic Indexing
Multiple indexing field types
Masked Indexing fields
Stored procedures
Front-end data validation
Full keyboard control •
9
SIRE
Auto Index
The fastest, most accurate, and most fl.
automated indexing tool in the industry.
Automated indexing software analyzes a document and indexes it, preparing it for
fast and easy retrieval at a later point. The potential time savings is tremendous,
but historically auto-indexing products have fallen short because validating the data
requires extensive human involvement.
SIRE's Auto Index" is the ground-breaking answer to this problem Auto Index has
been proven to dramatically increase indexing accuracy and decrease the time
required for indexing documents.
SIRE Auto Index approaches some of the previous challenges with auto indexing a
little differently and a lot more effectively. For example, while most automated index-
ing products allow you to index only one document at a time using what is called
Rubber-Sanding (an expedited but still somewhat manual form of indexing), our
solution indexes an entire batch of documents at a time with no human involvement
whatsoever. The time saved is immense, reducing the indexing process time by as
much as 83%, and quickly translates into tremendous labor cost economies.
Many clients using SIRE Auto Index experience up to 100% accuracy rates, virtually
eliminating the need for validation. This makes SIRE Auto Index arguably the fastest
and most accurate auto-indexing tool in the industry.
S RE_
T E C H N O L. O O 1 E 5
a Y A L. P H A C O R P.
How It Works
SIRE Auto Index'" avoids the time-con-
suming task that most auto-indexing pro-
grams insist on - reading every page of
a batch from top to bottom. Instead, Auto
Index reads only until It finds the data
required for indexing and no further. The
time savings achieved is incredible. SIRE
Auto Index also validates scanned data
against the client's database, yielding
indexing that is up to 100% accurate and
consistent. (This feature can be turned
off where local law requires filing data
exactly as it is found on the document.)
Features
Ability to find and record index fields
regardless of where those fields
are located on the document.
External data validation and unifor-
mity to access disparate databases,
ensuring up to 100° accuracy without
the need for external validation.
Auto-population of Index fields with
validated data from a database.
Ability to read barcodes and
patch codes to automatically
populate index fields.
Ability to configure Auto Index to
recognize any type of document that
Is unique to your organization.
F7~
•
SIRE
File Center TM
When your staff can innovatively and intuitively search;
view: annotate, print, and email, they can accomplish
their work more smoothly and efficiently.
SIRE FileCenter" is your ECMS hub, providing innovative and intuitive search,
view, annotation, print, and email capabilities. FileCenter works with virtually any
type of document, including CAD drawings, maps, spreadsheets, and many others.
FileCenter's built-in viewer lets you view up to 250 different file format types-with-
out native software. You can view a CAD, for instance, without having the CAD
program on your computer. FileCenter's state-of-the-art search engine provides
full-text searches on words or phrases contained in your documents.
SIRE FileCenter includes SIRE Workflow" and SIRE Retention Managermodules,
two robust features that empower total content management. Workflow not only
routes documents automatically, but it can automate an entire process, including
all the paperwork associated with it. Users can see where any given document is in
the workflow without disrupting the process, and processes can be automatically
re-routed when people are sick or go on vacation.
Retention Manager tracks document life cycles, notifying users when a document
(electronic or paper) matures and needs attention. With its configurable retention
schedule, SIRE Retention Manager can accommodate the size and scope of any
organization. And Retention Manager is DoD 5015.2 STD compliant.
S$RE-
T E C N N O L O O 1 E S
B V A L P N A C O R P.
Features
Keyword searches
Full-text searches with "fuzzy logic"
Print
Email
Launch
Annotation with audit trail
Export
Records retention manager
Workflow
Revision control
Bookmarks
Folder packs
Dockets
•
•
SIRE
WebCenter`M
With SIRE WebCenter, you can access and share
documents with clients or coworkers across the hall,
As the online side of SIRE FileCenter", SIRE WebCenter'" provides immediate
access to your documents from anywhere at anytime. You can use any Web
browser to log on.
Because it brings the power and functionality of SIRE online, SIRE WebCenter
amplifies the benefits of all of SIRE's solutions through access, portability, and
distribution.
Access. Just like SIRE F IeCenter, SIRE WebCenter provides access to all your
documents, but online. You can view documents in more than 250 file formats
without native software.
Portability. Leave your file cabinet at the office but take your information with you
wherever you go. You can access your documents from any Internet-ready PC.
Distribution. Share your information with clients and co-workers easily. They just
logon, search, and view. Documents become accessible to clients and cowork-
ers across the hall, across the city, or across the globe.
SIRE WebCenter also gives you the versatility of two versions - one for your staff
and one for the public. The staff version provides authentication and secure
logins, allowing your workers to accomplish almost any task they could do in
SIRE FileCenter. The public version doesn't require a login but allows you to
select which files the public can access.
S RE C H N O L O O 1 E 5
a Y A L P H A C O F P•
A User Friendly Solution
SIRE WebCenter'" Is easy to use. Its
intuitive interface makes it simple to
retrieve documents. You don't have to
download any special software, and
you don't need any special training.
Features
Web access to SIRE FIIeCenter"
Authentication
Easy-to-use Interface
Public access
Full-text searching
View
Print
S(ORE..
T E C M N O L O G 1 E S
B Y A L P H A C O q P•
Clerks
SIRE offers Clerks a Better Outcome
by providing you with solutions that
help you remain compliant while also
reducing your workload.
4
Streamline
nteg rate
Facilitate
The Challenges--Diverse Responsibilities
and Legal Liability
As Clerk, you face more challenges than most because your responsibilities are so
diverse. You also have to worry about legal liability as you comply with ordinances
and statutes regarding record keeping, preparing agendas. preparing minutes,
pulling documents, and the processing of marriage licenses, passports, and
elections. Worse, paper driven processes or inadequate computer software result
in stress, working overtime, and rob you of the time you need to focus on other
important functions of your job description
The Solutions
From the company who helped create the agenda management industry, SIRE
Technologies is re-inventing agenda management with the release of its new
Agenda Plus. More than merely adding functions and features, Agenda Plus re-
defines the ease with which Clerks manage their agendas, committees, Minutes,
and video. It also redefines the realm of possibilities for City / County Clerks.
The Agenda Plus Solution Suite consists of SIRE Agenda Plus'', SIRE Minutes
Plus"', SIRE Committee Manager", and SIRE Video Plus'`'. Although the com-
ponents can be purchased either separately or together, they represent a single
technology developed by the one provider you can trust - SIRE Technologies
Before the Meeting:
BETTER OUTCOMES
Osceola County, Florida
is saving $60,000 per
year in courier costs.
San Carlos, California
is saving 28-30 worker
hours per week
Irvine City, California, is
saving $100,000 per year
in paper costs.
SIRE Agenda Plus allows you to shave hours off your packet days and eliminate
the paper Regardless it your item submission process involves 5 or 75 people,
,dab, dob,
'MW -low
More than merely adding functions and features, the Agenda Plus
Solution Suite re-defines the ease with which Clerks manage their
agendas, committees, Minutes, and video.
SIRE gives you the tools to simplify every aspect of creating and producing
your agenda packets. Although cities and counties of all sizes use it, Agenda
Plus is the only technology capable of accommodating large, multi-step
approval processes involving multiple committees and people
~ ~ Et
Agenda Plus helps you enforce deadlines throughout every aspect of your
agenda approval process Do you use a submission form with your agen-
das? Agenda Plus can accommodate any number of submission forms and
THE PRODUCTS
convert them to electronic documents instead. For those items that need to
be moved or copied, SIRE allows you to move or copy any number of items to
SIRE Agenda plus'" does more
other meetings at one time.
than remove the paperwork and
intensive labor associated with
For time management, Clerks can indicate the amount of time to be spent
agenda creation. Its configurable
on a particular section of their meeting. As items are submitted, Agenda
approval Workflow allows you to
Plus monitors and adds the time allocated for each item. When the allocated
accommodate any kind of approval
time has been reached, Agenda Plus disallows additional items from being
process(es) your government body
employs. Its modular design gives
suhmitted for that meeting
you the ability to facilitate your entire
During the Meeting:
legislative management process.
Agenda Plus comes with a long list
SIRE does more than help you go horne on time on agenda packet days
of standard features, so you don't
We also keep you from working overtime when creating and publishing your
find yourself adding modules that
minutes. As you might expect. SIRE Minutes Plus is an entirely web based
result in premium prices when you
select the features you really need.
tool that helps you record roll call, motions, votes, and speaker notes.
However, its unique design provides Clerks with an intuitive tool that allows
SIRE Minutes Plus'" works in one
you to do the above in record time. Motions and votes can occur in a blink of
single screen to take roll calls,
an eye. SIRE designed Minutes Plus to help you keep up-even when events
minutes, motions, and votes
associated directly with the cor-
are occurring rapidly around you.
responding agenda item. You can
For those whose board or council tend to interrupt regular meetings with
even view a live stream of your
recording during the meeting.
committee meetings, our Meeting within a Meeting feature allows you to take
a separate set of Minutes on the fly without missing a beat.
SIRE Video Plus" enables time-
stamped and indexed recordings
Need to change your agenda or add attendees during the meeting?
that are available immediately to the
Not a problem with SIRE. Minutes Plus allows you to make these changes
public. Even record an entirely inde-
while updating the rest of the system automatically so that your changes
pendent meeting within a meeting.
are not lost.
SIRE Committee Manager- al-
lows you to track appointments,
election periods, and availability
for re-election of different entities
within your organization.
Better Outcomes
0 0
As a result of SIRE, the City of Temecula, CA eliminates millions of pages of printed materials,
reduced the number of calls to the clerk's department by 50%, saved hours of IS time, and
has seen the number of visitors to their city website increase by 300%.
SIRE Video Plus makes it easy to broadcast
meetings and other public events via the Internet
24/7. It allows you to easily stream meetings as
SIRE MinulasPlus ~ Internal AV Storage
they happen or to record them for later viewing. Workstation
When you are ready to publish your meeting video. 4 r s,REtrrt. al AVSer,,.r
it's as easy as clicking a button. SIRE also allows
you to include with your video the meeting minutes, '
supporting materials and the meeting agenda if SIRE Hosted AV Serv.r
com- p'
desired -all in a searchable format. When
bined with Minutes Plus constituents are able to Users
quickly locate recorded meeting segments through
-4%1 SIRE Ho al
key word searches - eliminating the need to fast
Internal Setu
p- r AV Slorag
forward through hours of video. Adjustable video
-
External Setup Ewrornai Users
resolution makes it accessible to those with dial
up technology yet good enough to record to CD.
SIRE Video Pius makes it easy
Video Plus was designed to be more reliable. safer; and easier to use. You
to broadcast meetings and other
can count on Video Plus to be there when you need it.
public events via the Internet 24/7 and
combine the video with the meeting
After the Meeting:
minutes in a searchable format-
Agenda Wrap-Up helps you manage and automate post meeting activities
like collecting signatures on contracts or assigning numbers to ordinances.
Do more than merely search agenda titles. Agenda Plus allows you and your
staff to search through the body of minutes. agendas, supporting materials.
Because Agenda Plus is built upon the back of an award-winning Electronic
Document Management System, you can take advantage of features like
managing the retention schedules of supporting materials.
Thanks to SIRE Committee Manager. Clerks can now easily track the term of
committee or board members, who appointed them, if they can run again,
and what accomplishments were had while in office-
Expect More from Your Agenda Management Provider:
Changing the way you've done things for years is never easy. SIRE's
highly trained staff works with your employees to help them with the cultural
shift that change always brings - helping your employees use and adopt the
new technology. Delivering Better Outcomes It's not just our motto-it's
what we do.
Better Outcomes
S 4
110PRE-
T E C H N O L O G I E 5
B Y A L P H A C 0 R P•
SIRE Technologies, Inc.
3676 West California Ave. Unit 8100
Salt Lake City, UT 84104
Telephone: (801) 977-8608
www.siretechnologies.com
Better Outcomes
•
• •
•
CookArthur
-7 _
•
PROPOSAL FOR
AN ENTERPRISE
DOCUMENT
IMAGING
STORAGE
RETRIEVAL
SYSTEM
•
SUBMITTED TO
CITY OF ROSEMEAD
0
Prepared By Cook/Arthur Inc.
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPDSAL
•
Enterprise Content Management/ Enterprise
Document -Management System Proposal
CITY OF ROSE-MEAD
TABLE OF CONTENTS
TABLE OF CONTENTS
. 2
EXECUTIVE SUMMARY
. 4
MANAGING AN'D PERSERVING VITAL GOVERNANCE RECORDS AND HISTORICAL DOCUMENTS
. 4
PROWDLNG ELECTRONIC RECORDS MANAGEMENT CAPABILITIES TO THE CITY
. 4
INTEGRATING WITH CITY HOST APPLICATIONS
. 5
COMPETETIVE ADVANTAGE OF SYSTEM
. J
SECTION A - COMPANY PROFILE 6
COOK / ARTHUR COMPETETIVv ADVANTAGES
. 6
CoNm.4am' BACKGROLTD - CooK/ARTHuR INC
. 6
ORGANIZATION CRART
. 8
COMPANY NToR2viAT1oN
. 9
SMALL BUSINESS CERTIFICATION
10
10
•
DRUG-FREE CERTIFICATION
DRUG-FREE CERTIFICATION
1 I
REFERENCES
2
FINANCLALL STATEMENTS
12
SELECTED PROJECTS
l
SECTION B - PROJECT TEAM QUALIFICATIONS
14
SECTION C - PRODUCT(S)/SERVICES
16
SECTION D - SUPPORT/WARRANTY/1NZAINTEN AN CE/TRAINING
17
WARRANT' AND HARWARE SUPPORT
17
SUPPORT SERVICES
17
Standard Support Sen4ces
17
Premier Support Services
18
TRAINING
18
On-going Training
18
End User Training
18
scanner User Training
19
Svstem Admiiiistr•ator.4dministratoi-s Training
?O
SECTION E - PRICING
21
PRICING QUOTATION
21
PROFESSIONAL SERVICES
2
•
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 2 OF 22
•
ENTERPRISE CONTENT MANAGEMENT SYSTEM /
• SIGNATURE PAGE
0
C7
PREPARED FOR: CITY OF ROSEMEAD
0
ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
PREPARED BY: COOK/ARTHUR INC.
22
DATE: JUNE 17, 2008 PAGE 3 OF 22
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
EXECUTIVE SLbIMARY
Cook/Arthur Inc., a provider of quality end-to-end electronic document management solutions, is
pleased to offer a Document Management Solution to the City of Rosemead (the City). We are
uniquely qualified to be the City's Document Management Solution Provider. We are a Premier
LibertyNET reseller and have implemented solutions in organizations similar to yours throughout the
area. Clients include the City of Norwalk, City of Monrovia, the City of Santa Clarita, the City of
Burbank, the City of Chino Hills, the City of West Sacramento, City of Clovis, City of Turlock and the
City of Rialto, as well as many other municipal governments and agencies. Our project team has
extensive experience delivering LibertyNET EDM solutions in the area of municipal government and will
bring this experience to your project. Our product, the LibertyNET system, is the most value added
system on the market, providing more functionality for the price than any of its competitors.
Our LibertyNET solution was designed as an enterprise document management system and not merely
a departmental application. It provides the architecture and tools to design a complete, customized
system for an entire City. LibertyNET's Application Builder (LAB) allows non-programmers to create
custom applications for each department using the LAB's intuitive graphical user interface. Further,
LibertyNET's segmented database architecture was designed to provide unlimited growth and flexible
distribution of document repositories. LibertyNET supports multiple external DBMS servers such as
Oracle and MS SQL Server and is set up to integrate with these Document Imaging System platforms
automatically. The benefit to the City is that there will be no additional work involved in integrating
with its DBMS platform, and changing Document Imaging System platforms will not require
redevelopment of the application.
is
LibertyNET will uniquely meet the City's needs by providing a rich array of capabilities within a single,
totally integrated environment. The LibertyNET system provides extensive annotation, display, •
output, and automation features. It provides integrated workflow, COLD/ERM and Document
Management/Revision Control. The result is a fully integrated suite of products and total document
management within a single turnkey program that provides one view and one set of rules for all types
of data.
MA NA GI.NG AND P£RSER 67NG VITAL GOVERNANCE RECORDS A.ND HISTORICAL DOCUA4ENTS
Cook/Arthur has extensive experience designing document repositories to manage governance and
administrative documents. Key features include easy access for all constituents, integrity of records
and strong organization of records so that specific documents can be found or complete sets of related
documents can be gathered. Reporting, e-mailing, and exporting features allow records managers to
help constituents define their searches and provide them access to documents through a variety of
channels. Our solution supports standard data file and media formats. As part of our implementation
we will recommend those formats and media types most appropriate for the long term storage of
documents.
PROVIDING ELECTRONIC RECORDS MANAGE,tiIE,NT CAPABILITIES TO THE CITY'.
LibertyNET contains a number of tools that can be used to implement your records management
program. Among these are LibertyNET's powerful forms and rule template objects. These tools allow
you to manage implement your retention schedule. Administrators can create rules that set the
retention period on documents according to their classification and calculate the retention date for
non-permanent documents. Administrators also create rules that will notify the records manager
when documents have passed their retention period and move the documents to a review where a
report can be generated for approval as part of your retention process.
•
PREPARED FOR: CITY OF ROSEMEAD PRE?ARED BY: CooK/ARTHi_IR INC.
DATE: JUNE 17, 2008 PAGE 4 OF 22
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
• INTEGRATING WITH CITY HOST.4PPLIC.4TIONS
exing is without the supported need through to be rough LibertyN concerned ET's d about how to
lookup function. The database lookup function allows you to pass data between any standard query
tool and a host application, with no additional coding except the scripting done in your preferred tool.
LibertyNET includes a built in interface for "image enabling" existing applications. Image enabling
scan or where to store images. Another tool is provided to image enabled Web based application.
allows Integration a Windows or host d DOS application automated to add images,
, it gives access to the LibertyNEf Web server. Users can call retrieval
Called the URL Command database
functions from Web pages and return lists of documents, as well as perform other functions.
LibertyNET also comes with an e-mail integration as part of its base system. Some competitors tout
e-mail archiving modules that are purchased separately at a high cost. LibertyNET has e-mail
archiving built in. E-mails can be sent directly to Liberty and can be auto-imported. They can also be
auto-indexed and moved to an appropriate processing folder. LibertyNET also has fax import
capabilities right out of the box
COMP£T£TIV£ .4 D I'ANT.4 G£ OF SYST£.41
LibertyNEf's unique competitive advantage over other EDMS systems lies in the fact that it was
developed as Customizable Software. That means that it has the simplicity and ease of use of an out-
of- the box product, without the limitations, and the expandability and development capacity of a
developer's toolkit. The benefit is an application, customized for each department, with business
rules automation and other functional extensions that you can easily develop without a programmer.
• The LibertyNET Application Builder (LAB) allows the network systems administrator to develop,
customize and maintain the LibertyNEf System. It is a powerful utility that none of its competitors
can match and contributes to making this product the best of its class.
LibertyNET is the best-in-class, enterprise-wide turnkey information management offering available.
The LibertyNET System can be configured to meet the needs of the most demanding users, from the
smaller organization with only a few workstations to the mega enterprise with complex information
requirements.
LibertyNEf does not need to link a series of unrelated products to accomplish their wide array of
product features: all of the LibertyNET capabilities like document imaging, COLD, and workflow are
built right in the LibertyNET code. This crucial feature makes the LibertyNET product reliable and easy
to use. It's simply not possible to make multiple products interact as smoothly as a single product
with the same built-in features.
There is no limit to how many file formats or media types that can be accessed by the same
LibertyNET system or to how big a LibertyNET system can grow. At no time must one system be
discarded to incorporate a larger system. Installations consist of one seat to thousands of seats with
the flexibility to incorporate change as it happens. In addition, the LibertyWEBT^" module allows
documents to be accessible via the World Wide Web.
•
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 5 OF 22
0 0
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
SECTION A - COMPANY PROFILE
ook,4rthur,:
COOK/ ARTHUR COMPETETIVE ADVANTAGES
•
Cook/Arthur Inc has been providing EDM solutions since the early 90s and has numerous installations
of EDM systems in municipal and federal government environments. Our installations include many
city governments such as the City of Norwalk, the City of Santa Clarita, and the City of Monrovia, as
well a government agencies such as the San Diego Water Authority and Inland Empire Utility Agency.
Cook/Arthur is distinguished from other VARs by its approach to Document Imaging and Document
Management. Like other VARs, we provide technical solutions and integration services. Our staff has
experience supporting computer networks and business applications. Unlike other VARs, however, we
bring interdisciplinary professional knowledge to bear on our consulting services. We have a focus on
compliance and records management. Our principle consultant is a member of ARMA and has recently
published an article on Information Privacy in ARMA's national journal, the Information Management
Journal. In addition, he teaches business ethics at the college level and conducts research on
information compliance and ethics issues.
Our organization is CDIA certified. The CDIA certification is provided by CompTIA (providers of the •
A+, Network+ and other computer industry certifications), and is intended to recognize competence
and professionalism in all areas of document imaging. A member of our staff recently participated as
a Subject Matter Expert in creating the new CDIA examination, now in beta testing.
Cook/Arthur personnel have extensive experience designing and delivering LibertyNET solutions. We
have over 27 LibertyNET clients, whom we have supported for a number of years and help grow their
applications. More importantly, Cook/Arthur puts its most experienced people in the project to deliver
and manager core elements. They do more than simply monitor the project. They are key
contributors and architects of the solution, as well as members of the ongoing support team.
Cook/Arthur also excels in training and documentation. Our custom training and documentation is
developed by an experienced trainer with 20 years teaching experience as a college instructor and
publications in professional journals. Cook/Arthur maintains an internal LibertyNET training program
for its staff and plans to begin holding training seminars in special topics such as business rule
automation for our clients.
COMPANY BACKGROUND - COOK/ARTHUR INC.
Cook/Arthur Inc., a privately held Corporation, was founded in 1973. Since that time, we have
provided Los Angeles County and the Inland Empire with innovative office technologies from leading
manufacturers such as IBM and Canon. We have also provided service and support for all the
products we provide that exceeds the industry norm. This, by itself, has contributed to our longevity
through the accelerated business and technological changes of the last 27 years.
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
•
DATE: JUNE 17, 2008 PAGE 6 OF 22
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
• Our client base has been broad and diverse. However, our main stream of business has been with
municipal, county, and federal governments. The scope of services that we have provided to the
government sector includes maintenance, technical support, and onsite end user training.
In the early 1990s we entered the imaging/electronic document management (EDM) market as an
authorized Canon Imaging Systems Reseller. As a Canon Imaging Systems Reseller, we placed
numerous systems in federal and municipal organizations. Seeing that market would soon demand
highly functional, scalable network based systems, we became a LibertyNET Information Management
Systems Value Added Reseller. We have implemented and supported the LibertyNEf system in such
areas as education and city government.
In 1997 we established a new division to focus on the Information Management Market. We provide
total solutions that encompass every aspect of an EDM system. This includes hardware, software,
system design, application consultation, training, and support. Our clients turn to us for any and all of
their application needs. We do not provide hardware and software products and services outside the
area of EDM unless specifically required by our clients. In this way our focus and commitment to our
EDM systems remains undiverted.
Our experience with and commitment to LibertyNET has allowed us to take full advantage of the
unique and advanced capabilities that Liberty offers. In particular, we have experience in customizing
and developing our client's application using the LibertyNET Application Builder (LAB). Through the
LAB, each application is designed from the bottom up. This includes index forms, document requests,
input masks, rule processing templates, workflows, folders, users, scanner set ups, and object
security.
In addition to dedicating a division of our company to the information management market place, we
continue an ongoing process of converting our office products division to mainly digital office products
and equipment. To this end we have trained our technicians in digital copier and scanner
technologies. Also, we have become an authorized Hewlett Packard Service Center.
Our business model is based in offering value-added services and cultivating long-term partnerships
with our clients.
Cook/Arthur Inc. is a privately held company and it is the policy of the ownership not to disclose
financial data. Cook/Arthur has been a supplier to city and county governments for over 30 years and
has always provided quality products and services. Our first imaging installations were in 1994, while
our first LibertyNET installation was in 1996. We have numerous LibertyNET installations that we
support and 24 of them are Municipal Agencies.
•
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17. 2008 PAGE 7 of 22
•
ENTERPRISE CONTENT MANAGEMENT SYSTEM /
JUNE 17, 2008
•
ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PRCP05AL
Norman Mooradian, Ph. D.
EDM Consultant
C.D.I.A.
COOK/ARTHUR INC.
Victor Kepler
Support
Specialist
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PRJPOSAL
• C0A1P.9 1 \ FOR h1.9 T1O\
Company Name:
Federal Employer I.D. Number
Address:
Telephone No:
FAX Number:
Dunn and Bradstreet rating
Number of total employees
Number of employees dedicated to development and
installation
Number of employees dedicated to maintenance and
service
Number of Current LibertyNET Clients (Municipal
Clients)
The date of the first document imaging installation
The number of workstations in the largest installation of
this software you have performed
The number of concurrent licenses in the largest
installation of this software you have performed
How long the entity has been operating under the
present business name?
How long has the company been in this type of
business?
Disclose any bankruptcy, pending litigation, planned
office closures or any impending mergers.
Describe any work related conviction or indictment of
the firm or any officer and termination of any contract
for convenience within the last three years.
Identify any subcontractors to be used on this project.
Prepared By:
Email:
•
PREPARED FOR: CITY OF ROSEMEAD
Cook/Arthur Inc.
95-2844493
575 North Central Avenue
Upland, CA 91786
(909) 946-1762
(909) 949-8654
2C
5
2
2
27 (23)
1994
100
31
32 Years
Electronic Document Management
- Over 11 Years
None
None
None
Norman Mooradian
nmocradian@cookarthur.com
PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 9 OF 22
•
•
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
SMALL BUSINESS CERTIFICATION
State of California • Department of General Services ' Gray Davis, Governor
PROCUREMENT DIVISION
Office of Small Business and DVBE Certification
s
i 707 Third Street, 1st Floor, Room 100 PO Box 999052
West Sacramento, California 95798-9062 ' (800) 559-5529
20030122
January 22, 2003
REF# 0031540
COOK/ARTHUR INC
P O BOX 1970
UPLAND CA 91785- 1970
Dear Business Person. _
Congratulations on your certified small business status with the State of California Your certification entities you to
benefits under the state's Small Business Participation Program within state contracting, including a five percent
bidding preference and special provisions under the Prompt Payment Act
Certification period
Your certification penod
J
Industry
7
NON-MANUFACTURER 1
SERVICE
Annual Submission
To maintain your certified status, you-Ml'Fani
(OSDC), proof of annual receipts and prof of
Proof of Annual Receipts
V: i f
it lU the Office of Small Business and DVBE Certification
for your firm and each of your affiliates (if any).
Submit to OSDC, a copy of your firm's and any affiliate firm's ENTIRE federal tax return each year following your
certification. Include ALL accompanying schedules, forms. statements, and any other support documents filed with
that specific tax return
If you request a tax filing extension with the Internal Revenue Service, submit to our office a copy of the extension
form When your tax returns are filed, submit a copy of the entire federal tax return to our office.
Proof of Employees
If you have employees whose taxable wages are reported to the California Employment Development Department
(EDD) on a quarterly basis, you must annually submit to our office along with your proof of annual receipts, proof of
employees for your firm and any affiliates
We will accept a copy of the EDD's "Quarterty Wage and Withholding Report" (Form DE6) or other format accepted
by the EDD Your employee documents must cover the same four quarters as the tax return you submit for your
proof of annual receipts.
If you have out-of-state employees, submit the employee documentation comparable to EDD's "Quarterly Wage and
Withholding Report' for the same four-quarter period
Self-Maintained Online Profile
•
•
•
PREPARED FOR: CITY OF ROSEMEAD
PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 10 OF 22
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
DRL!G-FREE CERTIFICATION
McArthur
575 North Central Avenue, Upland, CA 91786
Toll Free (800) 294-6811; (909) 946-1762; Fax: (909) 949-8654
Website: www.cookarthur.com Email: info@cookarthur.com
Drug-Free Certification
Cook/Arthur Inc. hereby certifies compliance with Government Code Section 8355 in
matters relating to providing a drug-free workplace. Cook/Arthur Inc. will:
Publish a statement notifying employees that unlawful manufacture,
distribution, dispensation, possession or use of a controlled substance is
prohibited and specifying actions to be taken against employees for violations,
as required by Government Code Section 8355(a).
Establish a Drug-Free Awareness Program as required by Government Code
Section 8355 (b), to inform employees about all of the following:
•
C J
1. The dangers of drug abuse in the workplace.
2. The organization's policy of maintaining a drug-free workplace.
3. Any available counseling, rehabilitation and employee assistance
programs.
4. Penalties that may be imposed upon employees for drug abuse
violations.
Provide as required by Government Code Section 8355 (c), that every
employee who works on the proposed contract or grant:
1. Will receive a copy of the company's drug-free policy statement, and
2. Will agree to abide by the terms of the company's statement as a
condition of employment on the contract or grant.
I, the official named below, hereby swear that I am duly authorized legally to bind
Cook/Arthur Inc. to the above-described certification. I am fully aware that this
certification, executed on the date in the county below, is made under penalty of
perjury under the laws of the State of California.
Name: William F. West
Date Executed: October 22, 2002 County: San Bernardino,
California
Signature:i
Title: Cohsultant Federal I.D. 95-2844493
PREPARED FOR: CITY OF ROSEMEAD
DATE: JUNE 17, 2008
PREPARED BY: COOK/ARTHUR INC.
PAGE 11 OF 22
•
•
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
REFERENCES
City of Santa Clarita - Installed 9/99
Denise Jens - Business Analyst
(661) 286-9045
23920 Valencia Blvd. #301
Santa Clarita, CA 91355
DJENS -_,anta-clarita.com
City of Turlock
Joanne Nash
(209) 668-5560 x2224
156 South Broadway
Suite 130
Turlock, CA 95380
JNash(&turlock.ca.us
City of West Hollywood
Brian Ganley, IT Director
IT Coordinator
(323) 848-6399 Ext 6459
8300 Santa Monica Blvd.
West Hollywood, CA 90069
bganley0Lweho.org
FINANCIAL STATEMENTS
Cook / Arthur is a privately held company and does not make financial statements available in bidding
processes or other communications with prospective clients. We have been in business for 30 years,
which is evidence of our financial longevity.
FUTURE DEVELOPMENT
Cook / Arthur provides a 25 % discount off the list price of the LibertyNET software to our municipal
clients. That discount is a standard discount and it can be expected that we will continue with it in
the future for our municipal clients.
PREPARED FOR: CITY OF ROSEMEAD
PREPARED BY: COOK/ARTHUR INC.
•
•
DATE: JUNE 17, 2008 PAGE 12 OF 22
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / EN-ERFRISE Docum_=NT MANAGEMENT SYSTEM PROPOSAL
SELECTED PROJECTS
FPPC Management Application
Cook / Arthur is working with clients (e.g., City of West Sacramento) on developing an application,
using the LibertyNET tools, that manages FPPC Statement of Interest and Campaign Statement filings
The purpose of the application is to manage the filing process, satisfy public access requirements, and
meet records retention requirements. High level goals include the following:
Public Access: Providing convenient access for the public, whether mediated by authorized persons or
made directly available.
Retention: Managing the documents through their lifecycle, including long term and permanent
disposition.
Reporting: Documenting that filings have been completed within the required period and making
regular reports to the FPCC as well as retaining reports.
Notice: Tracking filing and sending notification to late filers
Insurance/ Contract Management
Cook / Arthur will be working on an Insurance/Contract management application for one of our clients
(City of Manhattan Beach) using the LibertyNET tools. We will use LibertyNET rules to notify risk
managers, department managers and third party insurance providers when insurance contracts have
• expired. LibertyNET rules will calculate the expiration of the insurance contract and send an e-mail to
interested parties automatically.
COLD/Report Management
Cook / Arthur will begin working on a COLD/Report Management Project for the City of Turlock. The
scope of the project is to design a COLD (computer output to laser disk) import process to import
financial reports created on a non-Windows computer. We will setup LibertyNET's COLD tool to find
the reports on the network as they are output, bring them into LibertyNET, separate each report from
the next, and auto-index.
Image Enabling and Public Access Project
Cook / Arthur will soon be implementing LibertyNET's content integrator in order to allow the City of
West Hollywood to integrate line of business applications with LibertyNET. Using a graphical interface,
system administrators will be able to associate hot keys to certain business applications. Pressing
these hot keys will bring up documents in LibertyNET that are associated with the data in the host
application screen. We will also be providing software and services to setup a secure Web available
application for the public.
11
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 13 OF 22
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
SECTION B - PROJECT TEAM QUALIFICATIONS
Name:
Norman Mooradian
Company Position:
ED'-%1 Consultant
Project Role:
Lead Developer: Will take a leading role in the, development of the
LibertrNET application, as well as the development of administrator
and end user training courses, training materials, and deliverable
documentation.
Education /Experience
Educational background includes a Ph.D., as well as college level courses
in Visual Basic, Computer Networks and Technical Writing.
7 tears in DI/DM industrv in the role as consultant. Over 10 vears in
education as colle a professor.
Training/Certifications:
4 CDL-~ certified.
4 Served as a subject matter expert on the revised CDLA exam.
4 Has completed numerous Liberty LMS training classes, including
LibertvNET Standard (3 dal-) Administrator and the Advanced (3
day _~dministrator training from Liberty IAfS
Libem,NET Experience:
4, Played a similar role in the development of LibertNET solutions
for Cook / Arthur Libern-NET client base.
•4 Designed and created L.ibertyN'ET applications for municipal and
government client base.
4 Developed technical and support documentation for clients.
4 Developed training materials or delivered training for client base.
Training courses include administrator, power user, and end user
courses.
.4 Developed customized integration applications for clients wishing
to link LibertyNET's automated indexing functions with existing
databases.
•4 Created integration programs and documentation for import of
scanned documents performed by third party conversion bureaus.
.4 Has been and continues to be a key member of Cook/A ur
DI /DD4 support team.
4 Created internal training program for Cook/Arthur technical
support personnel.
Professional Affiliations:
4 '.N4ember of AR L\ international and the Society for Business
Ethics.
4 -Niaintains active research interests in the area of information
management and information ethics.
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
•
•
•
DATE: JUNE 17, 2008 PAGE 14 OF 22
•
ENTERPRISE CONTENT MANAGEMENT SYSTEM / EN T ERPR1SE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
•
•
•
Name:
Victor Kepler
Company Position:
Seruor Technical Support Specialist
Project Role:
Will participate in the creation of the application using the Libem\-ET
application Builder.
Will install hardware and software components and test functionality and
performance.
Education/ Experience
Educational background includes IBINI training in computer hardware,
software and networking. Has over twelve years experience in field of
optical equipment and computer hardware and software.
Training/Certifications:
Completed LibertyNET Standard (3 day) administrator training from
Liberr I' M& Participated in internal Cook/_- rt ur Libem-\T-T training.
He holds numerous other manufacturer certifications.
LibertNET Experience:
.k Planed a similar role in the development of L.ibertNET solutions
for numerous Cook/arthur Libern'NET clients.
.L Has created LibertNET applications for a number of clients.
,16 Has provided technical support for entire Cook -krthur client base.
.L Has assisted client base in developing and modif}•ing their
LabertyNET applications.
.IF Helped build application servers, RAID servers and workstations
for client base.
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 15 OF 22
0 0
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
SECTION C - PRODUCT(S) /SERVICES
LibertyNET Enterprise
LibertyNET Enterprise comes bundled with five (5) fixed or three (3) concurrent stations in a networked
environment. The software is the same as the LibertyNET Entry platform. including the LibertyNET
Application Builder (LAB), the key component for building and maintaining applications. The toolset
provides an environment for easily configuring highly tailored applications. Works with Windows NT/2000
Server. peer-to-peer, and other network operating systems.
Includes:
i_ Liberty IMS copyrighted software in a multi-user environment
Database support for the scanning. indexing and retrieval of images
C LibertyNET Application Builder
Electronic document-to-image conversion into LibertyNET
StickyNotes/Markups
Audit Trail/History
Email?rintf'Fax Support
Programmable Import (bulk import and assembly of electronic documents)
LibertyNET Rule Templates
I includes a Business Rules Engine. Which offers a complete set of tools to automate indexing and other document
processes.
Includes:
Rule Templates; API Support: Barcode Recognition: Fax
Import'Output: Scheduled Actions. Internal Links
XML Web Services
For browser-based access and control. Liberty IMS provides the LibertvNTET XML Web Services. This
module provides out-of-the-box user-interface templates based on ?34L and XSL, which can be
customized to provide personalized interfaces for specific departments, groups or users. The templates
allow multiple users to securely access LibertyNET services and documents, with no need for a separate
publishing step. Comes bundled with two (2) connections. Multiple servers may be purchased.
25 Web Additional View Only Web Licenses
25 concurrent Web access licenses for vie Aino and retrieval of documents.
OCR
With LibertyNET OCR. you can perform full-text indexing. searching and editing to improve your
document handling capabilities. Based upon the industry leading ScanSoft OCR_ this technology supports
full page. zone and drag-and-drop OCR Licensed on a per workstation basis.
Fujitsu 5750c Scanner
Three fi-5750C scanners. Includes Basic VRS, 71ppm/142ipm Fujitsu Color Scanner Unit Warranty: 3 Month On-
Site NBD
PREPARED FOR: CITY OF ROSEMEAD
PREPARED BY: COOK/ARTHUR INC.
•
•
•
DATE: JUNE 17, 2008 PAGE 16 OF 22
• •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DocuMEN T MANAGEMENT SYSTEM PROPOSAL
•
SECTION D - S17PPORT/WAR RANTS'/MAINTENANCE /TRAINING
WARRANTY AND H_-iRHARE SUPPORT
Cook/Arthur will provide the manufacturer's on-site parts and labor warranty for Scanners and other
hardware we provide. The standard warranty is 90 Days, SAM to 5PM, next day response. Cook /
Arthur provides an extended warranty and maintenance contract for one (1) year. The Cook / Arthur
maintenance contract includes parts and on-site labor. All software will carry the manufacturer's
warranty for media.
Liberty IMS warrants that the Proprietary Software System shall operate and conform to the
specifications and descriptions set forth in the instructional and operational manuals pertaining to the
programs, as measured by the Acceptance Test Procedure (ATP). Liberty IMS shall correct all
significant programming errors, reported in writing within 90 days of loading of the software, which
result in non-operation or nonconformance with the applicable specifications and descriptions as
measured by the ATP. This warranty shall be contingent upon Customer's full payment for the
Equipment and Third Party Software Components and Proprietary System. This warranty does not
apply if the Proprietary Software System or database includes changes made by third parties or
software provided by third parties. If Liberty IMS determines that a reported problem is not covered
by the warranty. (Including but not limited to improper user of the computer system or an equipment
malfunction, where Liberty IMS did not provide the equipment which malfunctioned), then the
Customer agrees to reimburse Liberty IMS for all time, materials and expenses spent in investigating
such problems.
• St PPORT SER 1ICES
is
Cook/Arthur supports all hardware and software we provide to our clients. Cook/Arthur provides both
a Basic LibertyNET Subscription and Support Plan and a Premium Plan. Both are explained below.
ST_-NDARD SUPPORT SERVICES
Cook/Arthur Basic LibertyNET Assurance Plan subscribers can access technical support, via phone, FAX
or e-mail, during our standard business hours: Monday - Friday SAM to 5PM PST. Our customers
have limited telephone support via the toll-free number to our LibertyNET Customer Support Center at
(800) 474-8615 or our regular office number, (909) 946-1762. In the unlikely event one of our
trained support persons is not available, we will respond back with a phone call within four business
hours or less.
Support is also available via facsimile transmission and email. Additionally, Cook / Arthur will make
remote support available using standard industry tools and products. Using remote access, our
technical support representatives can often diagnose and correct software issues electronically. End
user sites may need to take measures to allow access, depending upon the remote access method
used. On-site assistance is available at our normal rate of $175.00 per hour. Standard travel charges
apply.
Cook/Arthur guarantees a four business hour response phone call but does not guarantee that any or
all issues can be resolved based on the returned phone call. Our Post Installation Support provides
new releases, upgrades, and remedial support for hardware, and expert technical assistance to users
for a 12-month period.
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 17 OF 22
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
PREI IIER St-PPORT SERNZCES
Cook/Arthur Premier LibertyNET Assurance Plan subscribers can access technical support, via phone,
FAX or e-mail, during our standard business hours: Monday - Friday 8AM to 5PM PST. Our Premium
subscribers have unlimited telephone support via the toll-free number to our LibertyNET Customer
Support Center at (800) 474-8615. Support includes remediation of technical problems as well as
expert consultation on optimizing and developing your system. We will additionally provide on-site
assistance at a reduced rate of $125.00 to administrators and users for remedial issues that cannot be
resolved by phone or remote access. Support is also available via facsimile transmission and email.
Additionally, Cook / Arthur will make remote support available using standard industry tools and
products. Using remote access, our technical support representatives can often diagnose and correct
software issues electronically. End user sites may need to take measures to allow access, depending
upon the remote access method used.
Cook/Arthur guarantees a two business hour response phone call but does not guarantee that any or
all issues can be resolved based on the returned phone call. Our Post Installation Support provides
new releases, upgrades, and remedial support for hardware, and expert technical assistance to users
for a 12-month period.
TR.4 IA'ING
Cook / Arthur's excels in training and knowledge transfer. Training materials and documentation,
training classes are provided by a Ph.D. with 20 years educational experience. Cook / Arthur has been
providing training services for municipal government for 10 years and is familiar with the training
needs of local government agencies.
Cook / Arthur uses a comprehensive approach in training and education that integrates different parts
of the solution into a coherent whole. First, we design the application in partnership with designated
members of each department. This gives us an understanding of the underlying goals, procedures of
their application, as well the particularities of its design. It also prepares the end users for training by
giving them an orientation and overview of their application in advance. We then train on the specific
application, based on our mutual understanding of its design and the procedures and work routines
that will be used in production. Finally, we structure the training so that it takes users through the
entire work process in an order that makes sense to them. User come away with an understanding of
how the functions of the system are used together and as part of a process, as opposed to being
shown the various functions in isolation of each other.
ON-GOING TR. WING
Cook / Arthur provides on-going training to clients as needed. The User/Training manuals provided as
part of the End User Training will greatly assist in continuous training. The on-line help features and
on-line documentation are also useful for continuous training.
E\D USER TR FNI\G
This course provides the End User with skills required for using the LibertyNET system to retrieve, e-
mail, print and fax documents. It is recommended for LibertyNET users, sub-administrators and
technical support staff. The course is typically 2 - 3 hours on-site, the maximum number of attendees
is eight (8).
As part of our LibertyNET solution, we will provide application specific end user training for
departments participating in the City's electronic document management program. Training will be •
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17. 2008 PAGE 18 OF 22
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT S`,S7Em PkOPOSAL
• provided at the time the department's part of the application has been implemented. The following
describes our end user training:
Objectives
The objective of our end user training is to teach members of each department how to use LibertyNET
in the context of their application. Training will take place shortly after their application is installed.
End users will be trained on their application, input and storage devices. They will be ready to use the
system in production upon completion of their training session. Users will learn:
• How to use the functionalities relevant to their segment of the application.
• How to use the indexes, repositories, queries and automated processes designed for their
system.
• How to move through the entire process of retrieval, and in accordance with the procedures
and polices that they will use in production.
Documentation
Custom manuals are prepared for each participant in a training class. Manuals cover training on their
application. Graphics and instructions are based on their indexing structures, repositories, and
automated functions. Instructions also reflect department's specific indexing standards and process
requirements.
1,C-_NNF_R t-SER TRkINI\G
• This course provides the Scanner User with skills required for using the LibertyNET system to scan,
index, retrieve, e-mail, print and fax documents. It is recommended for LibertyNET scanner, users,
sub-administrators and technical support staff. The course is typically 4 hours on-site, the maximum
number of attendees is six (6).
As part of our LibertyNET solution, we will provide application specific end user training for
departments participating in the City's electronic document management program. Training will be
provided at the time the department's part of the application has been implemented. The following
describes our end user training:
Objectives
The objective of our end user training is to teach members of each department how to use LibertyNET
in the context of their application. Training will take place shortly after their application is installed.
End users will be trained on their application, input and storage devices. They will be ready to use the
system in production upon completion of their training session. Users will learn:
• How to use the functionalities relevant to their segment of the application.
• How to use the scanners, indexes, repositories, queries and automated processes designed for
their system.
• How to move through the entire process of capture, indexing, retrieval and retention in
accordance with the procedures and polices that they will use in production.
•
PREPARED FOR: CITY OF ROSEMEAD
PREPARED BY: COOK/ARTHUR INC.
(DATE: JUNE 17, 2008 PAGE 19 OF 22
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
Documentation
Custom manuals are prepared for each participant in a training class. Manuals cover training on there
application. Graphics and instructions are based on their indexing structures, repositories, and
automated functions. Instructions also reflect department's specific indexing standards and process
requirements.
Optionally we can also integrate our custom manuals into LibertyNET's HTML on-line help system. The
manual appears in on-line help as a book topic. Custom help aids such as data standards and policies
can also optionally be integrated into on-line help.
SYSTE\I AD\IINISTR_ATOR AD\IINISTRATORS TRAINING
This course provides the System Administrator with the skills required to manage LibertyNET Systems.
It is recommended for System Administrators, Sub-Administrators, and technical support staff. The
course is typically 1 to 2 days on-site, the maximum number of attendees is six (6).
Objectives
The objective of our system administrator training is to provide system administrators with a thorough
understanding of the design, implementation, and maintenance of the software system as it pertains
to the specific imaging needs at your organization. Specific objectives include:
•
• Learning how to build a custom imaging solution-using Liberty's Application Builder.
• Learning how to train users on software features and applications relevant to your organization's
goals for imaging.
• Learning how to "seamlessly" integrate the Liberty System with your organization's current
hardware software and network installations. •
• Learning how to spot additional opportunities within the software to implement as part of the
over-all imaging solution within your organization.
Documentation
Participants in system administrator training will receive a system administrator tutorial manual
prepared by Liberty IMS. The manual includes topics covered in the class. In addition, LibertyNET has
comprehensive, on-line documentation, in HTML help books format. Many on-line books are included
on administrator topics.
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
•
DATE: JUNE 17, 2008 PAGE 20 OF 22
i •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
•
•
•
SECTION E - PRICING
PRICING OL OTATIO.N
DATE
F. O. B. POINT
TERMS
June 17, 2008
Destination
NET 15
QTY
UNIT
DESCRIPTION
UNIT
PRICE
TOTAL
1
LibertyNET Software
1
LibertyNET Enterprise (multi-user) Five Users
$8,950.00
$8,950.00
1
LibertyNET Workflow Rule Templates
$4,950.00
$4,950.00
25
LibertyWEB View Only User
$795.00
$19,875.00
3
Optical Character Recognition
$539.00
$1,617.00
3
fi-5750C Basic VRS, 71ppm/142ipm Fujitsu Color Scanner
Unit Warranty: 3 Month On-Site NBD
$6,995.00
$20,985.00
1
Installation and Testing
$2,500.00
$2,500.00
1
Admin Training Class (Two Day Onsite 6 Hours 5 Users)
$3,600.00
$3,600.00
1
End User Training Class (5 Hours Onsite 5 Users)
$950.00
$950.00
1
LibertyNET Basic Administrator Class (3 days in Costa Mesa,
$1500 value)
***Municipal Discount 250/o***
($8,443.75)
LibertyNET Annual Subscription and Standard Support Plan
$6,079.50
OEM Software Support
$404.25
3
Scanner Extended Warranty
$995.00
$2,985.00
SUBTOTAL
$64,452.00
SALES TAX 8.25%
$3,954.49
SHIPPING & HANDLING
OTHER
TnTA 1
568.406.49
PROFESSIONAL SER FICES
Cook / Arthur provides consulting services for the design and development of the LibertyNET
application tools. Design and development services focus on creating custom objects for
different departments and different business processes. The billable rate for design and
development consulting is $22.00 per hour. Fixed pricing for projects can be negotiated.
PREPARED FOR: CITY OF ROSEMEAD PREPARED BY: COOK/ARTHUR INC.
DATE: JUNE 17, 2008 PAGE 21 OF 22
0 •
ENTERPRISE CONTENT MANAGEMENT SYSTEM / ENTERPRISE DOCUMENT MANAGEMENT SYSTEM PROPOSAL
SIGNATURE PAGE
This proposal was prepared by Norman Mooradian, Vice President of Cook / Arthur Inc., who, as an
officer of this firm, has the capacity to enter this corporation into legally binding contracts and to act
as an agent of the corporation.
Signature
June 17, 2008
Norman Mooradian, Ph.D.
EDM Consultant, C.D.I.A.
Cook / Arthur Inc.
575 North Central Avenue
Upland, CA 91786
(909) 946-1762
www.cookarthur.com
nmooradian@cookarthur.com
PREPARED FOR: CITY OF ROSEMEAD
PREPARED BY: COOK/ARTHUR INC.
•
•
•
DATE: JUNE 17, 2008 PAGE 22 OF 22
r1
E
LibertyNET Application Builder
0 -.4
How does It work?
Each LibertyNET application is
created with a simple set of
building blocks known as
objects that have a set of
attributes in common with their
peers. There are also attributes
which differentiate each object
For example. both document
and user objects have names,
but only a document may have
a page number.
Best way to use LAB
•
Liberty IMS recommends a
four-step procedure called
SPEC for implementing LAB
software: Survey needs and
gather information; Plot a
document flow diagram;
Equate this flow to LibertyNET
operations; Create LibertyNET
objects and test. What types of
documents need to be stored
on the LibertyNET system? Who
will need access to the
information? By whom and in
what locations will the records
be processed? Once the
solution provider has the
answers to these questions, it
is a simple matter of following
the LAB guidelines to create
the organization's automated
records management system.
Flexible cost savings
New image management
applications can be added as
the organization learns the
benefits of automating records.
Previous applications can be
modified to meet the changing
needs of each department.
Even K the system database is
changed, LibertyNET can
conform with an easy
adjustment The ability to make
these software changes
without the expense of custom
programming emphasizes
LibertyNET's value.
User-friendly, flexible tool to
meet your business needs
The LibertyNET Application Builder (LAB) is a unique and powerful tool
that allows non-programmers to customize LibertyNET to match their
application requirements. A Solution Provider and/or System Administrator
can use this high-end tool to design special index templates, pre-define
document requests, and create organizational structures and security systems. The
System Administrator can define. modify, secure. copy, and rename these system
objects with the LAB tool set. The LAB also provides the means to change the database
upon which the system operates. A brief definition of each LAB object follows:
Documents: .A document consists of an index, associated images or data, plus any
attachments.
Forms: Forms provide a template for recording index and reference information about
a particular type of document. Each form can contain up to sixteen user-defined fields,
four of which can be defined as fast-search key-fields. Forms also provide the means
to format input and display screens, as well as define the cross-reference index or
DDE link to another database.
Requests: Requests are the complement of forms. Whereas forms are used for filing
information. requests are used to retrieve it. A Request specifies how to select a subset
of documents. including which folder to search. which Form types to match against
any fields to filter by and which field, if any. for which the user should be prompted.
Folders: A Folder is a group or collection of Documents. Ln a more technical sense,
a Folder is a database of documents. A Folder can be used like a traditional manila
folder, but is more often used to contain all the documents in a file cabinet or file
room. Folders can be used for Batch Control while scanning, or can be used to gather
documents spread across many optical disks during retrievals.
Archives, Volumes: Archives are folders which are designated for centralized, long-
term storage; typically on write-once-read-many (N'ORM) optical disks or CD-ROM.
Archives include attributes which define the location of and provide access to the
archived information. Volumes are the specific optical disks on which archive folders
can be stored.
Users, Groups: Users are the people who use the LibertyNET system software.
Groups are collections of users who are assigned a common set of attributes for routing
and security purposes.
Stations, Systems: Stations define the actual PC's on the network which will be using
LibertyNET. Svstems are autonomous groups of stations, which act as their own
imaging system, but may be connected with other sites to share common infonnation-
Scanners, Printers: Scanner setups provide a means to define the input parameters.
Printer setups provide a means to define the output parameters.
_dr, :mcnr i.~r T-hc l it,c: iO LIBEKTY i5 Rtd Nill 4vrnuc Su- 100 I Cosr, Mesa, CA 9'_026
Phone: M0 751-69001 Fax: (714 932-5335
-rq~-: rr. r; n... r:upe m. ev:: rr.ly:rnc~
www.LiberwlMS.com
sales@libcmims.com
C200" Libern IMS..111 Rights Reserved.
Libern'NET Canada
260 Terence Matthews Crescent. Swre 201 Otmwa. ON K2M 2C7
Phone: ;613) 59cl-571 F. r613) 599.5859
0 9
~`A,>IrtilUr'__ Information Compliance Solutions
Cook/Arthur is pleased to announce the
LibertyNETTm FPPC Management Appli-
cation for municipal government and
public agencies.
FPPC Management App is the first in a se-
ries of products and services that will be of-
fered under the banner of Ethical Comput-
ingTM- These products and services will sup-
port your efforts to meet the many compli-
ance challenges that your organization will
face.
Our FPPC Management App is built with the
powerful tools of the LibertyNETT" platform. It
allows you to efficiently and reliably manage
the various kinds of FPPC statements through
the filing process. In addition, it helps you
manage the retention of and access to FPPC
filings, such as SEIs and Campaign State-
ments throughout their lifecycle.
Benefits
Public Access: Allows you to quickly and eas-
ily meet public access requirements and re-
spond to information requests
Tracking: Supports tracking and monitoring
of the filing process. Quickly see who has filed
a given form and who has not.
Notifications: Send notifications to initial and
late filers.
Reporting: Generate reports at end of filing
period to document compliance.
Retention: Manage complex retention re-
quirements for the different types of filings
based on such criteria as election or employ-
ment status.
Leverage Your Existing LibertyNET
Application to Meet Compliance
Requirements
Your existing LibertyNET application has
numerous, powerful tools that can be used
to automate processes and meet business
requirements. Our FPPC Management App
takes advantage of these tools to auto-
mate much of the paper process associ-
ated with filing, access and retention of
Statements of Economic Interest and
Campaign Statements.
By using LibertyNET as a tool to manage
your FPPC filing process you will increase
your efficiency, enhance your compliance
efforts, and meet your records retention
requirements. Further, by integrating
your FPPC documents with your Liber-
tyNET document repository, you will in-
crease even further your City's transpar-
ency and openness.
A Customizable Solution for Your
Compliance Needs
Our LibertyNET Enterpriser" offering
can scale to meet the needs of large agen-
cies with millions of documents and thou-
sands of users to small offices with a few
employees and thousands of documents.
It supports multiple repositories, distrib-
uted and remote document capture, and
automated import of electronic docu-
ments.
Cook / Arthur Inc. is a privately held
Corporation, founded in 1973. Since that
time, we have provided Los Angeles
County and the Inland Empire with inno-
vative technologies and excellent cus-
tomer service.
For information Contact Us at 800-294-6811
Or e-mail sales@cookarthur.com 0
•
ara,c ; t
City of Norwalk
Norwalk, CA
City documents needed the
flexibility of LibertyNET
Council minutes, agendas and more are easily managed
Client Situation
Due to development and
population growth in Los
Angeles County, the City
of Norwalk has seen an
increase in the amount of paper
being processed. Among other
duties, the City Clerk is
responsible for indexing,
retrieving, storage and
maintenance of records such as
• Council meeting minutes, agendas,
ordinances and resolutions. The
public and other departments
within City Hall rely on the City
Clerk to be able to locate and
provide documents pertaining to
the City's business. To aid the City
Clerk in handling vital records, the
city turned to LibertyNETTM, a
sophisticated document
management system designed to
meet the indexing and document
processing requirements of
municipal governments.
"]t is important to us to be able to
respond to inquiries in an
expeditious manner," said Gail
Vasquez-Connolly, City Clerk for
the City of Norwalk. "Using the
LibertyNET has enabled my office
to substantially reduce the amount
of time and effort it takes to fulfill
requests for documents and
information." Now when there is
an inquiry, the City Clerk staff
• does not go on a paper chase. With
0 LiDE~
-oration managrmrnr soar rto rt
`Using the LibertyNET has
enabled my office to substantially
reduce the amount of time and
effort it takes to full requests for
documents and information.'
Gail Vasquez-Connolly
City Clerk
City of Norwalk
the full text search capabilities of
LibertyNET, researching topics
and inquires has become much
faster and easier.
At the heart of every city there are
documents that contain important
information essential to the
governing of the city. Therefore, it
is critical that these records be kept
safe, and yet still be readily
accessed. By installing
LibertyNET, the City of Norwalk
has achieved that goal. For daily
access to documents the City uses
a RAID system. All agendas,
minutes, resolutions and
ordinances are archived onto CD,
which provides the city with a
legal copy of each document. In
addition, should any unforeseen
catastrophe occur these CDs, they
provide the City with a disaster
recovery backup. Storing CDs in a
safe environment is more
convenient and cost effective than
storing thousands of paper
documents in filing cabinets that
use valuable floor space.
Within her first four months as
Norwalk's City Clerk, Vasquez-
Connolly had disposed of 10,000
pounds of paper, 10 filing cabinets
worth. "Document image
management is the next logical
progression in the continuing war
on paper," she said. Having
extensive experience with city
government and previous
experience with document
imaging, Vasquez-Connolly knew
exactly what she wanted the
system to accomplish for the City
of Norwalk. An important
requirement was the desire to
integrate the legislative history
software, CRISYS, with the robust
features of LibertyNET. The
integration allows one search to be
conducted for both imaged and
paper documents. According to
Vasquez-Connolly, "The ability
for Liberty IMS to integrate the
CRISYS software with the
LibertyNET software was a large
factor in my choice for the City of
Norwalk. Having the two systems
work together was not something
other imaging companies could
do.
For more information about how LibertyNET
can help your company, contact us:
(714) 751-6900
sales@libertyims.com
Liberty Infotmanon Management Salunom, 7-ne Liberty Budding
31 SB Red Hill Avenue, Suite 100, Costa Mesa. CA 92626
Phone (.'14)'51{6900 1 Fax p14) 432-5335) -.libe-ittuxom
Government Agencies
Worldwide
From air to water, public
agencies choose LibertyNET
Effective management of paperwork increasingly important
• -
Efficient information
management is essential to
the daily operations of
public sector organizations.
Government agencies and
municipalities throughout the
country utilize LibertyNET to
manage a wide variety of
documentation and information.
City clerk offices, police
departments, human resources,
planning and development, and
finance are among the diverse
departments that have relied on
LibertyNET to share information
internally, as well as with
constituents and customers.
Integrated with legacy applications
such as agenda management
systems, geographic information
systems (GIS), and law
enforcement dispatch systems,
LibertyNET is truly an enterprise-
wide central repository that ties
together disparate information
management needs.
Municipalities
■ City of Brea
■ City of Burbank
■ City of Cerritos
■ City of Chino Hills
■ City of Clovis
`It is important for us to be able to
respond to inquiries in an
expeditious manner. Using the
LibertyNET software has enabled
my office to substantially reduce
the amount of time and ffort it
takes to fulfill requests for
documents and information.'
Gail Vasquez-Conolly
City Clerk
City of Norwalk
■ City of Dana Point
■ City of Inglewood
■ City of Los Angeles
• City of Los Alamitos
■ City of Manhattan Beach
• City of Monrovia
■ City of Monterey Park
• City of Norwalk
■ City of Rialto
• City of San Marcos
• City of Santa Clarita
■ City of Turlock
• City of West Sacramento
Agencies
■ Air Quality Management
District (AQMD)
■ County of LA - DHS
■ ]gland Empire Utilities
■ LA City Employees
Retirement System
(LACERS)
■ LA County Consolidated
Transportation Services
■ OC Public Defenders
■ Riverside County
Transportation
Commission
■ San Francisco
International Airport
■ Santa Ana Water
Replenishment District
■ Water Replenishment
District of Southern CA
"We had stacks and stacks of
paper, rows of filing cabinets, and
shelves up to the ceiling loaded
with paper," said Norma Martinez,
office automation manager for
AQMD. "Now, if you give it to
us, we've got it, and we know
where we've got it."
For more information about how LibertyNET
can help your company, contact us:
(714) 751-6900
sales@libertyims.com
0,LEDOunlay ubusy Iornunon tvtanag u re 100. CThe lid' Building
315158 lied Hill A,mue, S Sure 100. Cosh Maa. CA 92626
Phone: (7141 751-6%D Fu: {7!4) 432-5335 -.liburvims.eom
motion .0-f -w
roi rtio.:r
•
•
•
Financial Considerations
The proposed Laserfiche Solutions from Datanet is very modular and scalable and we
can tailor it to fit your budget.
We look forward to reviewing and discussing these options with you.
Datanet Solutions, Inc.
Price Quotation for
City of Rosemead
June 18, 2008
Document Management Solution - SQL Version
Component
•
Laserfiche Software Solution
1 Laserfiche SQL Server
3 Full User Licenses (Concurrent Users, Snapshot &
E-mail)
25 Retrieval User Licenses (Concurrent Users)
3 Laserfiche Scanconnect
1 Web Access
Hardware
3 fi-6130c Scanner (Includes Kofax VRS Pro, Adobe
Acrobat Standard. Scanall Pro)
Scanner Discount off of Retail 20%
Laserfiche Software Assurance Program "7th
Datanet Priority Support
Professional Services
Design, Configuration, Installation and Training
3 Annual Hardware support for f-6130c Scanners
TOTAL SOLUTION
Optional:
Priority Plus On Site Support
• Name
Signature
Date
Cost
$ 25,490.00
$ 3.585.00
$ -717.00
$ 7,490.00
$ 8,722.50
$477.00
S48,792.50
$ 3.745.00
•
datanet
• solutions
4071 E. La Palma Avenue, Suite B
Anaheim, CA 92807
4
Quote
Date
Quote
6 'NO'
201896
Quote for:
City of Rosemead
Pat Piatt
8838 E. Valley Blvd.
Rosemead, CA 91770
Project
Item
Description
Quantity
Unit Price
Total
S30
SOFTWARE:
Laserfiche United Server MS SQL
1
7.250.00
7,250.OOT
FX
Laserfiche Full User United
3
750.00
2.250.OOT
RX
Laserfiche Retrieval User United
25
300.00
7,500.OOT
97830
Laserfiche Weblink
1
7,995.00
7.995.OOT
QF-1
Laserfiche Scanconnect
3
165.00
495.OOT
fi-6130
HARDWARE:
fi-6130 Scanner (Include Kofax VRS Pro, Adobe Acrobat Standard, and ScanAll
3
1.195.00
3.585.OOT
P20
Pro)
Discount Off Retail Price
-20.00%
-717.00
S3P
SUPPORT:
Laserfiche Software Assurance Plan (LSAP) Priority Support forUnited Server MS
1
2375.00
2,175.OOT
FXP
SQL
Laserfiche Software Assurance Plan (LSAP) Priority Support for Full User United
3
225.00
675.OOT
RXP
Laserfiche Software Assurance Plan (LSAP) Priority Support for Retrieval User
25
90.00
2,250.OOT
97830UP
United
Laserfiche Software Assurance Plan (LSAP) Priority Support for WebLink
1
2390.00
2,390.OOT
DNS-HWS
Annual Hardware Support for fi-6130 scanner (Optional)
3
159.00
477.OOT
Fed Tax ID No. 03-0388067
Subtotal
Quote Valid for 30 days
Sales Tax (8.25%)
ly
Rates A
rd Shi
in
St
d
.
pp
g
an
a
pp
Fed Tax ID No. 03-0388067
Total
Accounts Payable:
Datanet Solutions, Inc.
4071 E. La Palma Avenue, Suite B
• Anaheim. CA 92807
Phone # 714-630-0337 Fax # 714-630-0338
Signature of Approval
W signature confirms approval of order for all items listed I
agree to all the terms and conditions listed above for this order.
Page 1
E-mail mchung@datanet-solutions.com Web Site H-w.datanet-solutions.com
•
A datanet
solutions
4071 E. La Palma Avenue. Suite B
Anaheim, CA 92807
•
Quote
Date
Quote
n 1-2(418
201896
Quote for:
City of Rosemead
Pat Piatt
8838 E. Valley Blvd.
Rosemead, CA 91770
Project
Item
Description
Quantity
Unit Price
Total
PROFESSIONAL SERVICES:
1
8.722.50
8.722.50
PSG-PR.N4G...
Project Management
- Site Analysis,
- Implementation Consulting.
- Installation/Configuration.
- System Design.
- End User Training,
- Systems Administrator Training
PS-ONSITE
Priority Plus On-Site Support (Optional)
3,745.00
3.745.00
Priority Plus On-site support is a guaranteed next business day on-site support.
Standard support is via telephone or e-mail only. If you do not have the Priority
Plus On-site support, on-site visits are calculated at $225.00 per hour.
Fed Tax ID No. 03-0388067
Subtotal
$48,792.50
Quote Valid for 30 days
Sales Tax (8.25%) $2,996.81
l
R
A
i
y.
ates
pp
ng
Standard Shipp
Fed Tax ID No. 03-0388067
31
789
Total $51
.
.
Accounts Payable:
Datanet Solutions, Inc.
4071 E. La Palma Avenue
Anaheim, CA 92807
Phone # 714-630-0337
Suite B
Fax # 714-630-0338
Signature of Approval
My signature confirms approval of order for all items listed. I
agree to all the terms and conditions listed above for this order.
Page 2
E-mail mchungiudatanet-solutions.com Web Site www.datanet-solutions.com
•
10
• a
Table of Contents
TABLE OF CONTENTS 1
EXECUTIVE SUMMARY 2
COMPANY INFORMATION 4
SECTION A - QUALIFICATION / EXPERIENCE 5
SECTION B - PROTECT TEAM / STAFF AND QUALIFICATIONS 8
SECTION C - PROPOSED PRODUCTS / SERVICES 9
SECTION D - SUPPORT / WARRANTY / MAINTENANCE 14
SECTION E - PRICING / FEES SEALED ENVELOPE
SECTION F - SUPPORTING MATERIAL J ADDITIONAL INFORMATION 16
LASERFICHE SYSTEM REQUIREMENTS 23
SUMMARY
27
Note: Some of the contents of Section F in this response was generated from the City of Rosemead's
Daianet Solutions. Inc.
Rosemead RFP 6.2008
1-
• •
Executive Summa
Datanet Solutions
We are pleased to respond to your Request for Proposals with the attached proposal and
supporting documentation calling for implementation of the Laserfche Document
Management Solution with design, installation and support provided by Datanet
Solutions.
We are confident that the proposed solution will meet and exceed your requirements in
the following areas:
Easy to use and Train
Multiple Image Capture Formats
Use of City defined metadata
OCR technology
Full Text Searching
Outlook Email & Windows integration
High Access security
Robust Audit Reporting
Internet publishing for Public Records
ASP.Net Web Based Thin Client
In addition to offering the Laserfiche Solutions suite, Datanet is also a Reseller of the
Cardiff document capture and a-forms suite of products; Checkmation, our own products
suite for Remote Deposit Capture, Utility payment processing solutions (all fully
integrated with the Laserfiche solutions suite) and Datanet UtilitEase, a suite of utility
programs designed to enhance the performance of the Laserfiche application.
As a solution provider, we work closely with a variety of business partners in designing
and supporting enterprise wide solutions including Spectrum Information Services for
Document Scanning and indexing, Microfiche and Microfilm conversion and Urban Cross
Roads for GIS integrations.
The proposed solution is detailed in the proposal and available for immediate
implementation. The solution calls for the scanning of paper based information into the
Laserfiche Solution; Indexing that scanned information based on the requirements of the
using department; creating a text file of all scanned images for ultimate key word
searching and storing all images and indices in a central repository.
One of the value added features of the Laserfiche Solution is its quick time to value.
Installation time is measured in days, not months. In addition to selling solutions in
support of new clients, Datanet Solutions has also responded to the needs of other
Laser-fiche customers by providing support and solutions where performance expectations
had fallen below customer expectations.
In recent open bids, Datanet Solutions was awarded contracts not based totally on price
but our ability to support the application and resolve technical problems in significantly
less time than the low cost supplier. We encourage the City of Rosemead to contact the
•
C
•
Datanot Solutions. Inc.
Rosemead PTP 612008
• a
references listed in the attached pages and hear first hand the quality of support and
services provided by Datanet Solutions.
• We understand and agree with the terms set in Section 2 of the Work Scope System
Software Purchase Agreement, and believe our recommended solution will meet and
exceed the requirements listed in the RFP. We look forward to the opportunity of
demonstrating our recommended solution to the City of Rosemead.
•
•
Datanet Solutions. Inc.
Rosemead RFP 6'2008
• •
City Of Rmrnead
Document Imaging Storage Retrieval System
COMPANY INFORMATION FORM
Dear Sir or Madam:
Please complete the `orm beiow.
ComparTy Name:
Datanet Solutions, Inc.
Telephone No: (714) 630-03-37
Contaot Person:
Leonard P. Dominguez
Address (Daher Than P.D. Box)
4071 E. La Palma Ave.
City:
State:
Full 9-Digit Zip Code:
Anaheim
California
92807-1720
Fax Number-
Mail Address
(7?4) 630-0338
info:Idatanet-so'Ltons.com
Comments:
•
•
Dar--nor Solutions, Inc
Rocem_.2d RFP 6 2008
0 0
• QUALIFICATION / EXPERIENCE
Datanet Solutions is a Document Management Solutions provider with it's headquarters in
Anaheim California and has represented the Laserfiche product suite since 1996. We have
over 200 clients in California. We are a member of the Laserfiche "Winners Circle", and
are consistently in the top 5% of Laserfiche resellers (VAR's) world wide.
•
C7
The Laser fiche System is in use by over 250 municipalities in California alone and has
over 22,000 installations world wide. The solution is known for is ease of use, scalability,
modularity and open architecture allowing for integration with most commercial business
applications. The software works in a client-server and thin-client environment utilizing a
concurrent software licensing structure.
Datanet has a staff of support engineers and system developers with over 40 years of
Laserfiche experience in system design, application support and creating tailored
solutions for our clients. Our scanning support staff provides superb scanning services to
our customers.
As a solutions provider, Datanet sells directly to our clients and supports our clients in all
aspects of the solution from System design and installation, to user training and follow up
support.
Datanet Solurions. Inc.
Rosemead RFP 612008
• •
References
REFERENCES
City of Fountain Valley
Cornpanv Name Manager
Lee Pratt Contact Person Title
10200 Slater Ave. Fountain Valley
92708
593-4400 x223 (714) 593-4494
City of Montebello
Comparnv N a 2
Darren Lew Manager
Contact Parson Titie
1600 W. Beveriv Blvd. Montebello
Address PO Sox City
CA 90640 dlewCacityofmotebello.com
state Zip Code email
(323) 887-1426 (323) 887-1410
Phone Number Fax Number
City of Arcadia
Company Name City Clerk
Lisa Mussenden
Contact Person Title
240 W. Huntington Dr. Arcadia
Address PO Box city
CA 91066 InILIssendenoci.arcadia.ca.
State Zip -CDd,- e-mail
(626) 574-5410 (626) 447-7524
Bank of America
Daniel Kozy Manager
Contact Person Title
Datane, Ca utions. Inc..
Rosernead RFP 6-7005
•
•
-6-
9 0
Financial Statements
Datanet Solutions, Inc. is a financial sound and privately held company and our current
• company policy is we will provide financial information during contract negotiations.
•
•
Other Proiects Currently Involved With
Datanet Solutions, Inc. is constantly working on projects of all sizes to meet our
customers needs and strives to excel on customer service with a guarantee 4 hour
response time via email, telephone, or remote internet access to the computer / system.
Future Development
Datanet Solutions and the manufacturer offer updates and upgrades at no additional
charge as long as software maintenance and support is current. Installation of additional
products are 30% of the listed product price.
Datanet Solutions, Inc.
Rosemead RFP 612008
0 •
Section B
PROJECT TEAM / STAFF and OUALIFICATIONS
•
Account Manager - Leonard P. Dominguez
This is the person responsible for interaction with the City's designated staff on all matters
related to the support agreement including billing, disputes, special projects, etc.
Mr. Dominguez has a BS degree in Computer Science from Southwest University. With
over 28 years in Computer systems, 8 years of sales management experience in Laserfiche
Document Management, his experience includes employment with Xerox Corporation, San
Bernardino County District Attorney's Office, Colton Unified School District and Datanet
Solutions.
Project Manager / Senior Lead Developer - Joe Mempin
This would be the resource level used to set up and monitor special projects and senior
level developer for customizations, integrations and add-ons.
Mr. Mempin graduated from DeVry University with Suma Cum Laude honors. His
experience ranges from being Project Manager, web developer, database administrator
and programming in various languages. His experience started with multi-million dollar
operations creating an application that processes timesheets for non-profit organizations
an the healthcare industry. His has extensive experience in Laserfiche Document
Management and Teleform (Electronic Forms Processing) integrations. He has a
certification with Laserfiche Document Management as a Value Added Reselling Integrator. •
Trainer - Nina Escalona
This is a training resource for the Laserfiche Document Management software, as well as
Datanet Solutions Customized software.
Ms. Escalona graduated with a Bachelors Degree in Computer Information Systems. Her
experience includes Quality Assurance Administrator and Technical Support Specialist for an
Internet service company for over 3 1/2 years prior to joining Datanet Solutions. Ms. Escalona is a
Laserfiche Certified Technician.
Datanc; Su?utions, Inc.
Ro_ren; --i d RFP 62008
•
-8-
•
Section C
•
• PROPOSED PRODUCTS / SERVICES
The Proposed solution will be based on the Laserfiche Document Management suite of
products.
The Laserfiche'~' Document Suite of Products is being proposed for the City's document
capture, indexing, storage and retrieval of vital records. This solution provides for a
secure central repository of all City of Rosemead records and is tailored to the unique
needs of each individual department. Access to the files is available via the internet or a
traditional client server environment. This solution provides for the immediate access to
virtually any piece of information at any time saving the City countless hours currently
spent in filing, sorting and searching for files.
The overall solution is offered in both a client-server and thin-client (Laserfiche WebLink)
environment permitting the City to maximize the utilization while minimizing client side
software installation. With WebLink, the City may allow the public to access selective
folders and search and retrieve documents via index, full-text search and /or folder
searches.
This solution uses a concurrent license structure permitting the City to grow and add
users as the needs dictate. Licenses are available in units of one and may be acquired as
• "full users" or "Read-only" users based on departmental requirements.
The Laserfiche solution is very scalable and modular providing the City the ability to
expand and add functionality as requirements dictate. In addition, access security is
provided to the department/folder and/or document level and is determined and
administered by the systems administrator.
•
Datanet .j;u:ions, Inc.
Rosen, u .~FP 6%2008
9-
0 0
The proposed Datanet Solution is focused on the following components:
> Image & Data Capture •
> Document Indexing
> Document Storage & Archiving
> Document Retrieval
> System Training
> ON going systems support.
Image & Data Capture
Images are captured in the Laserfiche system by a variety of methods and devices
including:
> Paper document scanners
> File imports from scanning services
> Direct Printing from electronic documents with the Laserfiche Snapshot Utility
> Direct import of email from Outlook, including automated capture of email meta
data
> Multi functional devices. (ie...Aficio 3260c and Lanier LD190)
> Import of PDF's from other applications.
> Digital Recordings
> Digital Camera images. •
The Laserfiche solution accommodates all standard file types and formats.
•
Daraner $o?unions. Inc
Rosemead RFP 5 =0
10-
• •
Document Indexing
Indexing will be accomplished at the time of scanning or in a batch process shortly
• thereafter.
Indexing will be done via a template (index values) that Datanet and The City will create
that will be tailored to each specific application. This template will contain the fields that
are desired for retrieval and also closely mirror the contents of the documents being
scanned.
-E3
- - ✓r
~ y IfeFen NY6►'meE.
C a
e
a
l
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Due to the various types of documents being stored and retrieve, it is ossible that the
organization may set up a variety of temp
groups. This discussion will take place during the design stage and involve The City and
Datanet personnel.
Document indexing is application dependent and may be fully automated, requiring no
data entry; manually indexed or a combination of each. Laserfiche and Datanet both use
Bar code technology and Zone OCR (Optical Character Recognition) technology for
capturing fields from structured reports and forms. The exact indexing methodology will
be decided upon by the City staff with Datanet involvement and guidance.
Additionally, at the time of scanning, each image is OCR'd (Optical Character Recognition)
where a text file from that image is created and stored in Laserfiche. Once OCR'd,
documents may be retrieved by a key word search.
Datanet Solutions, Inc.
Rosemead RFP 612008
11-
• •
Document Storage & Archiving
The Laserfiche software would be installed on a server at the City. We have included •
specifications for the server as well as the client side of the solution for your review.
As a rule of thumb, each image takes up approximately 50kb of data. A typical 4 drawer
file cabinet contains approximately 12,000 pages. This would require LESS THAN 1 GB of
storage per cabinet.
The Laserfiche software runs using SQL Express, MS SQL or Oracle databases and is
ODBC and OLE compliant.
From an Archive perspective, files and folders may be written, on demand, to a CD/DVD.
An optional product available called Laserfiche Plus publishes enterprise information to
CD's/DVD's with integrated search and viewing capabilities.
As a more robust archival solution, Datanet is recommending consideration be given to
the Plasmon UDO (Ultra Density Optical) technology and their UDO Archive
Appliance.
The UDO Archive Appliance is designed with a fully integrated architecture that leverages
the strengths of disk, policy management and UDO media to meet essential archive
requirements in a way that traditional storage products cannot match. •
Da,aner Solutions,
Rosemead RFP 5 "n
•
11-
• •
Document Retrieval
Retrieval of information will be accomplished in a variety of ways including:
Access by known identification parameters (E.g. Invoice Dame, Date)
Key Word searching for text information captured during the OCR process
Perusing the file folders directly
Directory search-View all files with similar characteristics-
:
Key Word Search- Every file will be passed though our OCR (Optical Character
Recognition) engine. At this time, a text file is created from the image and stored
along with the image and index data. All information gathered from the OCR
process is searchable by key word.
Creation Date- The system keeps track of when documents entered the system
and can provide those images on demand
s
Sticky Note-With an electronic imaging system, you have the ability to add notes
to any/all images in the file, much like you would do with a sticky note.
Information is added to the sticky note "free form" or can be cut and pasted from
other applications. All information in the sticky note is full text searchable.
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Datanet Solutions. Inc.
Rosemead RFP 6,2008
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• •
Section D
SUPPORT / WARRANTY /MAINTENANCE
Design, Implementation, Installation and Training
Datanet Solutions, Inc. provides a turn key solution for our customers. As such we assist
in the design of the templates to meet your specific application requirements, install and
test the solution in your environment and train all of your operators on the full
capabilities of the solutions.
Unlike other solutions, the implementation time for the Laserfiche Solution is measured in
days, not weeks or months.
The Datanet Best Practice Process includes the following components:
> Initial Kick off meeting. Usually occurs with Datanet Account Manager, Datanet
professional design and implementation staff member(s) and key City staffers. This
meeting is of an undetermined length and used to review the application and
components
> Review Hardware requirements
> Create initial design
> Design Index templates
> Review Security Requirements
Software Installation takes place immediately following the kick-off meeting. Datanet will •
install the software under the City's supervision and work closely with the City's system
administrator in establishing security.
Application testing and validation. Immediately after the installation the system is tested
to insure that all the components are working as expected and folders/files being created
as desired.
The same Datanet staff that installs the solution will also provide
complete and comprehensive training for administrators and users including the
following:
> Understanding Laserfiche Repository Management
> Users and Groups, Templates, Volumes, Security, End Users
> Getting Around in Laserfiche,
> Searching in Laserfiche
> File Menu Options,
> Tips, Tricks & Shortcuts
> WebLink Setup/Security and Access
Datanet Solutions, Inc.
Rosemead RFP 62008
14-
0 0
Datanet Solutions, Inc. Support
As the authorized Reseller, Datanet has a staff of developers and software engineers with
over 40years of Laserfiche Experience. With our offices and dispatch center in Anaheim
and Paso Robles, we are only short distance away in the case of an emergency. As your
first line of support, we have direct access to the Laserfiche development community as
necessary. In addition, Datanet provides the following:
Phone support via 800-797-8299
Email support via support@Datanet-solutons.com
> Remote support to your site (with permissions) via dial up.
> Internal logging and tracking of support cases
Local Datanet user workshops
Webinars for users and training
Quarterly Newsletters with Tips & Tricks
Full Consultation services for backup and recovery
Datanet offers our clients 3 options for maintenance and support. These include the
following:
1. Basic Support. This provides for no charge updates and upgrades for the Laserfiche
software components within your enterprise and guaranteed next day support from
Datanet Solutions.
• 2. Priority Support. This provides for no charge updates and upgrades for the Laserfiche
software components within your enterprise and guarantees a 4 hour response time via
email, telephone, or remote internet access to the computer. Average response time is
hour or less.
C7
3. Priority Plus On-Site Support (Unlimited) - Priority plus support goes above and
beyond Priority Support. Priority Plus guarantees next business day on-site visit for
problem resolution. In addition, we include an annual 10 point inspection and a 4 hour
training package
Based on our interpretation of the RFP we are recommending Datanet Solutions Priority
Support Package. If desired the City can add our on-site service option to Priority
Support at any time.
Datanet Solutions. Inc.
Rosemead RFP 52008
0 0
Section F
SUPPORTING MATERIAL / ADDITIONAL INFORMATION •
Datanet Solutions, Datanet Software and the Laserfiche Software Suite meets and/or
exceeds all of the functional requirements as outline by the City of Rosemead listed
below.
2.2.1 EDMS REQUIREMENTS:
• Store electronic and scanned documents in a robust, enterprise EDMS
with expanded accessibility to electronic content via the City's
intranet / internet, as appropriate.
• Address physical file tracking, records retention, destruction
documentation, information queries, data validation, electronic document
management, document version control, information sharing, webpage
archiving and imaging and workflow system interfaces.
Preserve the City's vital records.
Store and access applications, plans, etc., and provide easy access to
previous applications and relevant information.
• Improve access to and delivery of information to citizens and staff via the
web.
Maintain a system that is easy to use.
2.2.2 IMAGING REQUIREMENTS:
• Implement imagines solution to support scanning and linking of hardcopy
documents to e-application that are part of this process.
• Implement a small and large document scanning device, integrated with
the EDMS
Implement standard number and naming conventions.
2.2.3 RECORDS MANAGEMENT REQUIREMENTS:
• Develop a standard uniform filing plan used throughout the City, to
administer the management, archiving and destruction of documents and
records.
Electronically manage and organize records through a single records
management interface and enforce a standard system for managing the
Laserlfiche~
•
Datanet Soluzions. Inc
Rosemead RFP 6.%2008
-16-
0
•
entire document lifecycle regardless of media type. Implement standard
number and naming conventions.
• • Reduce record handling processes that are conducted manually leaving
the City vulnerable to inaccuracies and inefficiencies.
• Effective and efficient management of the citywide records inventory.
• Use of automated tools that adequately address the full spectrum of
records management functionality.
2.2.4 AUTOMATED WORKFLOW PILOT: DOCUMENT RECEIVING,
RETRIEVING, DISPOSITION.
•
•
• Use of automated tools that adequately address the full document life
cycle, e.g., receive, date stamp, determine destruction, scan/index,
assign retention, and disposition (e.g., issue automatic email and work list
notification to various recipients).
• Provide an imaging system made up of a high speed scanner and state of
the practice imaging software, to capture hardcopy documents in this
business process.
Dwane: Solutions. Inc.
Ros_m.I:ad RFP 6.2008
0 0
CONDITIONS
Datanet Solutions understands and agrees to all the conditions as outlined by •
the City Of Rosemead below:
4.0 RIGHTS
The City of Rosemead ("City") reserves the following rights:
4.0.1 To modify this Request for Proposal.
4.0.2 To require additional demonstrations and site visits to existing
installations.
4.0.3 To determine the competence and responsibility, professionally andlor
financially of submitters.
4.0.4 To accept the most advantageous proposal.
4.0.5 To purchase some components from other vendors.
4.0.6 To reject all proposals.
4.1 LATEST TECHNOLOGY
The submitter must provide all new hardware necessary in addition to the •
hardware currently utilized by the City of Rosemead and the latest versions of all
software. All manufacturer's licenses, titles, manuals, and warrantees will be
passed through to the City of Rosemead. The submitter warrants that
deliverables will be in conformance with the RFP, free from defects of product or
workmanship, and fit for the intended purpose. All warrantees survive delivery
and are not waived by the City's acceptance or payment.
4.2 ABILITY TO PERFORM
Submitter warrantees that it possesses the expertise to provide all equipment,
labor, materials and licenses necessary to carry out and complete the work in
compliance with the request for proposal as well as any and all federal or state
laws and regulations.
The submitter shall guarantee that all provisions of the proposal submitted shall
remain in effect for a period of 120 calendar days from the date of proposal
opening. Proposal may not be withdrawn after the submission date.
4.3 INSURANCE
The successful submitter must comply with the City of Rosemead's insurance.
(See attached Exhibit 1.) Submitter will be required to provide Certificates of
Insurance with separate endorsements naming the City of Rosemead as an
Datanet Solutions, Inc.
Rosemead RFP 6'3008
•
is-
•
•
additional insured and to maintain such insurance for the entire length of the
Agreement. Types of insurance required:
•
•
•
Dataner Solutions, Inc.
Rosemead RFP 6/2008
19-
L'
Product Portfolio
Laserfiche Document Management Platform server based core product for •
SQL, MSDE or SQL Express: Core products for workgroups, departments or the
enterprise to organize protect, store and retrieve information.
Laserfrche Full User: Concurrent User licenses allowing end-users to interface (write
and read) with the Laserfiche Server.
Laserfiche Read Only User: Concurrent User licenses allowing end-users to interface
with the Laserfiche Server in a "Read Only" environment. Information may be retrieved
and distributed (w/ permissions).
Laserfrche Weblink: Laserflche WebLink is a secure Web-publishing tool that
distributes information while keeping it safe. WebLink easily and securely delivers
documents to the people who need them via intranet or the Internet. One installation on
your Web server delivers easy rollout. WebLink is highly customizable to provide
document access that is consistent with the look and feel of your Web site.
Laserfiche Web Access: Extend Your Reach - Laserfiche Web Access is a Web browser-
based thin client offering virtually all of the document management capabilities of the
standard Laserfiche interface. Web Access allows your IT staff to roll out high-volume
Laserfiche access without increasing your organization's application support burden.
Authorized users organization-wide enjoy simultaneous access to documents, whether •
they are using the corporate intranet or logging in from a branch office.
Laserfrche ScanConnect: contains the ISIS drivers for many document scanners.
ScanConnect increases the variety of scanners supported by Laserfiche and helps ensure
that you have a supported scanner with which to scan documents into a Laserfiche
repository.
Laserfiche Advanced Audit Trail
Data loss is often caused by someone with legitimate access to an organization's system
and frequently goes undetected until it is too late to contain financial losses. With non-
stop monitoring of server activity, Audit Trail is a key component of Laserfiche system
security. System administrators identify usage anomalies more quickly, leading to faster
resolution of problems.
Regulations concerning the protection and release of personal information continue to
proliferate-HIPAA, Sarbanes-Oxley, USA Patriot Act, Gramm-Leach-Bliley, FERPA. Audit
Trail delivers up-to-date details of user activity to demonstrate adherence to established
security and retention procedures. With easy-to-generate reports, Audit Trail expedites
the process of producing reports for administrators and regulatory authorities. Audit Trail
Da[ana Solutions. 1
Rosemead RFP 6 ' Vii:
•
-20-
•
minimizes the cost of compliance and facilitates transparency requirements. This module
also includes forced watermarking of printed documents.
• UtilitEase: UtilitEase features four unique best practice tools for creating a litany of jobs
that drastically improve the ongoing functionally and maintenance of your Laserfiche@
repository. All jobs are created through a Master Configuration Interface that
administrators can use to cultivate tasks easily, thoroughly and quickly. Jobs are
configured to execute based on triggers and at times best suited for the ongoing task.
DataRouter: A tool that optimizes the organizational structure of a LaserFche®
repository by automatically transferring documents between folders and volumes. It
facilitates the elimination of poor quality images and unusable metadata in L.aserfiche@.
DataRouter's flexibility allows companies to conform jobs to their business processes,
minimizing the efforts of end-users and administrators. It functions according to criteria
specified by comparing a document or template property against a user-defined value
(i.e. a time or volume ceiling). DataRouter runs on a user-defined processing schedule
and stores job information in encrypted XML files.
DataLink: Link or validate Laserfiche@ with external databases. The user maps
Laserfiche@ documents with outside databases in order to import associated metadata or
validate Laserfiche@ metadata with data from a database. This is achieved by identifying
a key variable that exists in both a Laserfiche@ document and the outside database. A
wizard helps the user to easily designate an appropriate key variable and design jobs that
achieve the desired end.
• DataOCR: Offers its users greatly improved text search capabilities in their Laserfiche@
repositories. Users can search for documents to be OCRed by volume, template, and
folder or modification date. By classifying with a wizard which documents need OCRing
and determining what times are best suited for job execution, the DataOCR user can
quickly construct a rubric for creating text searchable documents automatically. The
wizard allows documents to be searched by volume, template, folder and modification
date. The user can select any combination of the given options. Repository-wide text
search capability is a desirable and sometimes mandatory feature for Laserfiche@ users.
DataOCR can achieve this condition in the most thorough and painless way. DataOCR
also generates a printable audit trail automatically.
DataArchive: An easy to use tool for preparing and placing repository volumes in their
final disposition. Using a wizard, the user selects which volumes they wish to archive. The
user also assigns a start and stop time for each job, preventing DataArchive from
interrupting normal Laserfiche@ use. DataArchive is the companion of DataRouter. It is
distinct in that it only deals with volumes ready to be permanently archived.
Snapshot: This utility assists in the capture and archive of images of electronic
documents without the repetitive printing, scanning and indexing processes. These are
user based licenses matching the number of full users.
•
Dataner Solutions. 1nc.
Rosemead RFP 62008
L'
Email Plug-in. Documents stored in Laserfiche can be easily distributed via e-mail with
the click of a mouse. Individual pages or groups' of documents may be send in a variety •
of common formats.
Laserfiche Plus Laserfiche Plus' publishes enterprise information to CDs with integrated
search and viewing capabilities. This allows portable access on PCs and notebooks
without installing the Laserfiche network client. CDs provide simplified distribution without
the costs and inefficiencies associated with paper-based systems. Laserfiche Plus CDs can
be distributed to mobile staff, remote offices and clients on a royalty-free basis.
Fujitsu f-6130: The Fujitsu fl-5530C2 Color Departmental Scanner offers an incredible
feature set in a compact package. Measuring only 11.8" by 6.4" by 6.2", the fi-6130
handles a vigorous duty cycle of up to 2,000 documents per day. What's more, it scans at
speeds up to 40 ppm / 80 ipm, features dual color CCDs with true, 600-dpi resolution for
capturing subtle details, and uses ultrasonic double-feed detection for reliable, automatic
scanning. For greater ease-of-use, the fr-6130 includes a 50-page automatic document
feeder (ADF) that handles documents ranging from 2" by 3" to 8.5" by 14", High-speed
USB 2.0 interface for simplified connectivity, and Adobe@ Acrobat@ 8 Standard software,
which converts documents to cross-platform Adobe Portable Document Format (PDF)
files. And with the image enhancement capabilities provided with Kofax® VRS® and the
advanced features included with new ScandAll Pro, the fi-6130 combines excellent
handling performance with improved content control to deliver exceptional scanning
results at an amazing value.
•
Datanet Solutions, Inc.
Rosemead RFP 6,200S
•
Laserfiche System Requirements
• Laserfiche Server Requirements (SQL)
Minimum and Recommended requirements for Laserfche Server (United) 7.2.x
and 7.1.x.
Minimum requirements
The following list describes the minimum requirements for Laserfiche Server (United) 7.
> CPU: Pentium 4-- 1 GHz processor
> Memory: 256 MB RAM recommended;' add an additional 1 MB per concurrent
Laserfiche user.
> Communications: TCP/IP
Operating system: Microsoft Windows 2000, Microsoft Windows Server 2003, or
Windows XP.
> Database engine:
•
0 7.2.x: Microsoft SQL Server 2000 (service pack 3 or service pack 4), Oracle
9i Release 2 (9.2.0.6.0) or Oracle 10g.
0 7.1: Microsoft SQL Server 2000 (service pack 3 or service pack 4)
0 7.1.1: Microsoft SQL Server 2000 (service pack 3 or service pack 4), Oracle
9i Release 2 (9.2.0.6.0) or Oracle 10g.
Recommended Sever Requirements
The following list describes the requirements recommended for optimal performance of
the Laserfiche Server (United) 7.
> CPU: Pentium 4 2 GHz processor or faster
> Memory: 512 MB RAM; add an additional 1 MB per concurrent Laserfiche user.
> Communications: TCP/IP
> Operating system: Windows Server 2003
> Database engine:
o 7.2.x: Microsoft SQL Server 2000 (service pack 4), Oracle 9i Release 2
(9.2.0.6.0) or Oracle 10g.
•
Dataner Solutions, Inc.
Rosemead RFP 62008
23-
0 0
o 7.1: Microsoft SQL Server 2000 (service pack 4)
o 7.1.1: Microsoft SQL Server 2000 (service pack 4), Oracle 9i Release 2 •
(9.2.0.6.0) or Oracle 10g.
LaserFiche Client Requirements
The minimum and recommended requirements for Laserfiche client 7.
Minimum requirements
The following list describes the minimum requirements for Laserfiche client 7. Minimum
requirements differ depending on whether or not a particular client installation will be
used for scanning.
Minimum requirements for Laserfiche client without Laserfiche
Scanning:
o CPU: Pentium 111 700 MHz processor
o Memory: 128 MB RAM
o Communications: TCP/IP, DCOM
o Operating system: Microsoft Windows 2000, Windows XP, or Windows
Server 2003
o Web browser: Internet Explorer 6.0 ,
Minimum requirements for Laserfiche Client with Laserfiche Scanning:
o CPU: Pentium 111 700 MHz processor
o Memory: 256 MB RAM
o Communications: TCP/IP, DCOM
o Operating system: Microsoft Windows 2000, Windows XP, or Windows
Server 2003
o Web browser: Internet Explorer 6.0
•
Daraner S_%iutions. Inc
Ros_rnead RFP 6/2045
• s
System Requirements for Laserfiche WebLink.
The term Server refers to the IIS web server. The term Viewer refers to the computer
from which a user accesses information hosted by the Laserfiche WebLink server.
Server:
CPU: Pentium 11 400 MHz processor or faster
Memory: 128 MB RAM
Communications: TCP/IP
Operating system: Windows 2000 Service Pack 4, Windows XP Service Pack
2,and Windows Server 2003
Note: These hardware requirements may fluctuate based on the number of users logged into the server
and the web server used. If you expect to have multiple simultaneous connections to your Laserfiche
WebLink server, we encourage you to configure it with a faster CPU and!or add more RAM.
Viewer:
• Internet browser (minimum versions): Internet Explorer version 5.5; •
Netscape version 7.2; Firefox version 1.0; Safari version 1.2.4
Datanet Solutions, Inc.
Rosemead RFP 612008
is
26-
•
•
Summary
18 -
The City of Rosemead has been retaining paper records since its inception and has an
is functional, easy to use and
essential need of an enterprise wide DtM take / mECMS an that
forms and are required to
easy to manage. These paper files can Y shapes and
be accessible on demand under certain circumstances.
Retrieval access to any/all files is high and due to the labor intensity of the filing process,
occasionally files may be misdirected and are temporarily unavailable.
Due to the ever increasing request for information from these files, the amount of time
and effort required to find, retrieve, copy and re-file the paper documents is constantly
increasing.
The Laserfiche Solution is:
> Extremely Easy to Use
> Flexible to accommodate the City of Rosemead's unique requirements
> Scalable to grow as the City's requirements grow
> Modular to be able to add cost effective components as required
> Automated to capture and automatically populate files and folders
Secure to provide restrictive access and action on records
• > Fully indexed to quickly pinpoint documents for easy evaluation of information
such as discovery
> Automatic organization and required indexing to insure the integrity of your data.
Thank you for your interest in Laserfiche Document Management. We hope that you see
the great potential for this solution from Datanet. We will address your concerns for
document storage, retrieval and management.
We look forward to the possibility of working with you and your team and are pleased to
present this proposal for automating and managing the document processes within the
City of Rosemead.
Sincerely,
•
Leonard P. Dominguez
VP of Business Development - Datanet Solutions, Inc.
Leo"rd P -r)o4dku3uez
Datanet Solutions, Inc.
Rosemead RFP 611008
0 0
• •
•
Request for Proposal - Document Imaging Retrieval System
Prepared For The City of Rosemead
Response By
•
Corporate Headquarters:
ECS Imaging, Inc.
3720 Sunnyside Drive, Ste. 200
Riverside, Ca 92506
www.ecsimaging.com
951-787-8768
951-787-0831 Fax
877-790-1600
#ILaserfiche Reseller in the World in 2003 and to date in 2005!
0
0 0
June 17, 2008
City of Rosemead
Pat Piatt, Management Analyst
8838 East Valley Boulevard
Rosemead, CA 91770
Dear Ms. Piatt,
•
Thank you for considering us in the request for proposals for a document imaging retrieval system for
the City of Rosemead. We acknowledge its receipt and that of addenda number 1 (response to our list
of questions). ECS Imaging, Inc. will not be utilizing any subcontractors. We are completely committed
to meeting and exceeding the City of Rosemead's comprehensive imaging requirements both now and
in the future independently.
ECS Imaging, Inc. is submitting our turnkey solution with the award winning Laserfiche Document
Imaging System. ECS Imaging, Inc has an installed base of over 200 Laserfiche imaging customers
with an emphasis on local government. We offer a complete range of Laserfiche related imaging
services including: software, hardware, consulting, integration of applications, image enabling, special
programs, project management, data conversion, networking, scanning services, on-site training, on-
site support, telephone support and remote support. We have over 15 years experience in the
industry and 13 years with Laserfiche.
Laserfiche Software is utilized by more than 25,000 organizations worldwide with an emphasis on
government entities including about half of the cities in California. Created in 1987, Laserfiche is one o
the pioneers in document imaging starting in a DOS base system and evolving in parallel with other
technologies, always being at the forefront of the latest technologies.
The proposal and related prices will remain open for (120) days from the date of receipt. We greatly
appreciate your invitation to ECS Imaging, Inc. to provide this response for your document imaging
retrieval system. We look forward to serving the needs of the City of Rosemead in a responsible and
responsive manner.
Many thanks!
Sincerely,
1
Ed Althof
Senior Account Executive
ed@ecsimaging.com 951-787-8768 x106
951-787-0831 Fax
ECS Imaging, Inc.
3270 Sunnyside Drive, Suite 200
Riverside, CA 92506
•
2
• •
Quotation For:
Pat Piatt, Management Analyst
City of Rosemead
8838 East Valley Blvd.
Rosemead, CA 91770
Phone: (626) 569-2102
Fax: (626) 307-9218
3720 Sunnyside Drive, Ste. #200
Riverside, CA 92506 Prepared by: Ed Althof
Main Phone (877) 790-1600 Account Rep Phone: (951) 787-8768, x106
Main Fax (951) 787-0831
Quote Title: Digital Imaging
Quote 061708-01
Date: 17-Jun-08
Valid through: 30-Sep-08
Terms: 75% C Comp, 25% 30 days
Amount Quantity Total SubTotal
Laserfiche Base System SQL version
$7,250.00
1
$7,250.00
Laserfiche Full Users (including: Email and Snapshot)
$750.00
3
$2,250.00
Laserfiche Retrieval Users
$250.00
25
$6,250.00
Laserfiche WebLink
$7,995.00
1
$7,995.00
Laserfiche Agenda Processor
$4,995.00
1
$4,995.00
Laserfiche Import Agent
$1,490.00
1
$1,490.00
Sub-Total of software
Annual Software Maintenance & Support:
Laserfiche Base System SQL version LSAP
$1,450.00
1
$1,450.00
Laserfiche Full Users LSAP (including: Email & Snapshot maint)
$150.00
3
$450.00
Laserfiche Retrieval Users LSAP
$50.00
25
$1,250.00
Laserfiche WebLink LSAP
$1,590.00
1
$1,590.00
Laserfiche Agenda Processor LSAP
$1,000.00
1
$1,000.00
Laserfiche Import Agent LSAP
$390.00
1
$390.00
'ECS Annual Priority Support Contract
$2,500.00
1
$2,500.00
Priority on-site support up to 20 hours, Phone support as required with a 2-hour response time. 1 year support
including updates of software, on site consulting and project management (all travel costs included).
Sub-Total of 1st Year Annuals
Hardware:
Xerox DocuMate 2621 $ 1,195.00 1 $1,195.00
Xerox DocuMate 632 $ 1,995.00 1 $ 1,995.00
Sub-Total of Hardware
ECS educational training on-site: $ 1,500.00 1 $ 1,500.00
Materials, instructor, and follow up telephone support. Up to 1 day of training: On-site for scan operators
, retrieval persons & system administrator. Train the Trainer Approach
$23,745.00
$8,630.00
$ 3,190.00
Integration Services: $ 2,500.00 1 $2,500.00
Installation of Hardware and Software above, Integration, Testing, Troubleshooting, Emergency Support,
Consulting, and Project Management. Installation on 20 Workstations with 3 having scanners, 3 Modules
Sub-Total of Services $ 4,000.00
Sub-Total $39,565.00
(Plus applicable tax) Tax 0 8.25% $ 3,264.11
Shipping and Handling Fee $ 30.00
ECS Turn-key Solution Total $42.859.11
W ECS Priority Plan I
.Priority phone support upgraded from 24 hour response to 2 hour response time.
6/13/2008 1
•
n
-Unlimited phone and email support.
-On-site support up to 20 hours included. On-site within next business day as needed.
-On-site time is calculated to nearest half hour and minimum onsite calculation is 2 hours. Remote support is calculated to •
nearest 15 minute increment.
Customers under this plan can purchase additional on-site time discounted at $100/hour.
Customers not under this plan can purchase on-site hours at $150/hour 2 hour minimum and 1/2 travel time
-2 Free Admissions to ECS Annual Customer Conference, Free Admission to ECS Quarterly User Groups.
-Monthly E-Newsletter
-Hours of support are 7:30am - 5:30pm PST.
-This plan covers support for the Laserfiche software system including remedial training, installing updates, consulting,
and trouble-shooting.
Optional Items to Consider
Laserfiche Starter Audit Trail
Laserfiche Starter Audit Trail LSAP
$2,495
$500
•
•
6/13/2008 2
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•
Table of Contents
Page #
Cover Letter
2
Table of Contents
3
Executive Summary
4
Laserfiche in Action for the City of Rosemead
5
A. Firm's Qualifications
6
References Form
8
B. Proposed Project Team and Qualifications
9
C. Proposed Products and Services
14
D. Work Plan
16
E. Pricing/Fees
18
• F. Supporting Material/Additional Information
18
Attachments:
Attachment 'A' Additional Laserfiche Modules and Plug-ins
19
Pricing/Fees Separate Envelope
Laserfiche and ECS Imaging, Inc. Brochures
•
3
• •
Executive Summary 0
The goal of this RFP response is to offer ECS Imaging Inc. as the best-qualified vendor to install,
implement, consult and support a fully scaleable, unified and comprehensive solution for the City of
Rosemead, while keeping in mind all the departments' current and future needs. Our extensive
experience working with government agencies throughout our State allow us to provide insight and
expertise unmatched in the industry.
ECS Imaging Inc. is submitting this proposal to satisfy all the needs and requirements stated in this
RFP. ECS Imaging Inc. is the authorized Laserfiche partner for Los Angeles County and the
current Laserfiche vendor for many city offices in California. ECS has more than 13 years of
successful Laserfiche installations, and over 15 years experience in the industry.
ECS Imaging, Inc. has grown to be the largest and highest volume implementer of Laserfiche software
in California, giving us extensive experience and knowledge in providing our turnkey solutions. Several
accounts nearby include the City of Pomona, City of Lakewood, City of Lynwood, City of Tustin, City of
Rancho Cucamonga and the City of Chula Vista.
Since 1987 Laserfiche has provided a stable, state of the art product with the latest technology without
being "bleeding edge." The Laserfiche Software Assurance Program, (LSAP) provides additional
software features, enhancements and software updates. The ECS Priority Support program includes
unlimited phone support, 4 hour response time, quarterly user group meetings and an exclusive Annual
Conference (this year in Lake Tahoe) which includes access to training and leading vendors as well as
the opportunity to network with other cities from throughout the state. The combination of these support
avenues from ECS Imaging, Inc. and Laserfiche will keep the City of Rosemead's system supported
and enhanced with new technologies throughout the year. •
Laserfiche Records Management software was designed specifically to meet the document imaging
DOD 5015.2 records management certification requirements, and the integration needs of
organizations that rely on access to their critical documents with the same storage, retention and
management needs as the City of Rosemead. The DOD 5015.2 certification is required to be renewed
every 2 years and Laserfiche has passed the last 2 recertifications. The proposed Laserfiche solution
would combine imaged and electronic documents into a comprehensive database-driven system that
allows search and retrieval by various methods including through document or folder name, template
index, full-text content and browsing a folder structure. There is even a Google-like search tool that
allows users to search all the above from a single entry. Documents will be accessible via the City of
Rosemead's network and the Internet.
Laserfiche is headquartered in Long Beach, CA. It is known for developing its user friendly software
solution using the concepts of open and scaleable architecture, and image and text files are stored as
industry standard TIFF group IV and ASCII files. Laserfiche uses a MSSQL or Oracle database and a
native DDE and ActiveX server structure to create the most easily accessible platform for integration
into native applications available.
When ECS Imaging Inc. completes the proposed turnkey solution, the City of Rosemead will have a
state of the art document management solution that satisfies all of its requirements and can integrate
with its existing platforms and applications. This scalable solution will provide a simple client graphical
user interface, built in scanner and OCR engines for fast full-text search, and a robust and easy to use
database. ECS Imaging, Inc. will provide onsite support as needed to maintain and provide technical
assistance as required for the City of Rosemead. Our corporate office is close by, staffed with the
industry's top professionals ready to serve you! •
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Laserfiche in Action for the City of Rosemead
• Laserfiche is used by so many cities because it is intuitive and easy to use. Most everyone is familiar with
Microsoft Windows Explorer and viewing a folder structure on the left with files on the right. Laserfiche is the
same. In fact, you can even import your current folder structure into Laserfiche.
You can save your archived and your work in progress files (Word, Excel, E-Mail, etc.) into Laserfiche. With
all your files in the system you can search for any word on an OCR'd page and utilize index fields (things like
document type, relevant date, and so many others) for quick document retrieval.
The following is a small sample of some the features the City of Rosemead can take advantage of using a
Laserfiche system:
1. Quick Tour of Laserfiche
• Laserfiche is designed to make your work easier.
• i.e. Images are single tiff so they load fast
• Comprehensive, configurable and customizable and at the end of day it's just easy to use.
• Intuitive with nested folder structure similar to Windows.
• Provides all the windows shortcuts and functionality you are accustomed to. It makes sense to
people. You may ask, "How do I do this?" The answer is that it's how you would expect and
think it would work. "Of course, it works like I always do."
• Can it sort on the columns? Of course
• How do you email? Just right click or file/send. You can even assign a password to
protect the email in PDF or ZIP formats.
• Copy/paste pages from Windows to Laserfiche
• Change view from details to thumbnails
• • If someone accidentally deletes something, there is a Recycle bin. Documents are
restored with the same security.
2. Importing - How would you do it? The same logical way you move things in Windows.
a. Copy/ paste, control c and control v
b. Drag and drop
c. File/import
d. Snapshot (Laserfiche "Print" utility that allows you to virtually print a document into
Laserfiche)
3. Searching - Are you used to Internet Google searches?
a. Welcome to the Laserfiche Toolbar. Many searches can be done in a single place with
Laserfiches Quick Search Toolbar. Users don't need to be versed in how the
information is stored; they can search for multiple items all in 1 familiar location, the
toolbar.
b. Show multiple searches. Optical Character Recognition (OCR), document name,
template field. Show PDF/Word results in context lines along with tiff images. "I can
show multiple searches all from the quick search toolbar!"
c. You can view your recent documents (under file tab)
d. Also you can go back to recently viewed items from the toolbar drop down menu.
4. Document Viewing / Annotations
a. Laserfiche designed documents to be even more useful than paper. Electronic
annotations have more features than you can do with paper. Like electronic sticky notes.
0
•
•
L Content within sticky notes are searchable. The history of the notes (who created
it, when, changes) are tracked in a log and you can place URL links for quic~
references.
b. CTRL F within a document to find something, just like in Word or Excel programs.
c. Show different types of annotations, freehand drawing, lines, callouts, redaction,
stamps...
A. Firm's Qualifications
Firm history, location, primary line of business, years of service:
Company Hierarchy
President and CEO is James Pappas. Vice President and Secretary is Debbi Richards
For this project, Ed Althof will be your Senior Account Executive and Project Manager.
ECS Organizational Chart
ECS Imaging , Inc. T~~y June 2008
CEO =
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V.P MaArating+5alas
Bob MOCAMW Pete Mershdnwn
Oxcart Ao[OUK North Managar
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Account Manager Accouni Marvger
Ed Adhd Tim McGtaih
Aecoum Msrvper Amour%Mat"ar
Gregory Flicks
Office supaMxfr
t
Scan OPwator
I
Vabntiaa
Benavid"
I
ArcNe Garao
Scan Opwalor
Jam Shwe
Office Marlow
salasrMarketing
Aturstartt
Kato Mc,'" f
S+aasrldarkaung
AtarSrarY
Stvrrl Nopbsbr
Admen IVt "rit
Kristan Sslmwt
Aooeurift
DeMna V,celi
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Accouring
Cetra Clarke
Scan supervisor
"Run with the Best"
•
6
•
•
•
Company Overview
Services performed and Activities and Capabilities.
•
ECS Imaging is a `Turn-Key Solution Provider". A list of our offered services includes;
Turn-key Implementations
Project Management
Laserfiche Installation
Hardware Integration
Peladon Software
Training On-Site
On-going Support
Integrations
Custom Programming
Fax Server Solutions
Scanning and Conversion Services
• Paper Scanning and Large Maps
• Indexing, Naming and OCR
• Loading documents into your Laserfiche system
• Microfiche/Microfilm Conversion Services
• Backups provided on CD's or DVD's
• Local Pick up & Delivery Services
Integrations and Integrated Products
ISD Court Case Integration SAP, Oracle & PeopleSoft Integration with Kofax Ascent
Multi-Directional GIS Integration HRS List Labels two-way database sync
Mugshot Capture Sixpack Creator
Desktop Search Tool Olympus Digital Recorders Auto-Import to Laserfiche
H T E Integration Permits Plus Integration
DIMS Integration CRW Integration
Navision Integration RTL Check Remittance Processing
For the past 15 years, ECS Imaging has remained steadfast in our core goal to exclusively install
paperless solutions for our customers from both our Southern and Northern California offices. Since
our founding in 1991, our expertise has become more extensive and solid because document imaging
has been our main focal point. We can provide your organization with any degree of service including
scanning services, consulting, needs analysis, conversions, hardware, networking, software,
integration, project management, customized programming, on-site training, on-site support, telephone
and remote support, and turn-key document management solutions. Our customers have selected our
experience and size to ensure successful installations.
Our technical staff has performed over 500 installations ranging from small standalone systems to large
multiple-server networked solutions over Wide and Local Area Networks. ECS Imaging, Inc. is one of
the most successful Value Added Resellers of Laserfiche which itself is installed in over 25,000 sites
worldwide.
Quality assurance is critical for success. We have many processes and procedures in place to handle
the various areas of our solutions which include, but are not limited to:
1) All new software releases and updates are tested in house before deploying at a customer site.
2) Staff is trained on the new features before training at customer site.
3) A single point of contact methodology is in place for all customer support requests.
4) Utilization of our Customer Response Management System (CRM) for all support requests helps
maintain and track all support items.
5) Utilization of Laserfiche in-house to store all customer related documents including PO's,
Invoices, Software & Hardware Configurations, Contracts, Support Tickets, and Inventory Sheets.
6) All staff is trained at least once a year at the Annual VAR Laserfiche Institute.
Most staff receives Laserfiche product certifications that are offered by Laserfiche.
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REFERENCES
City of Lynwood
Company Name
Daniel Baker Records Manager
Contact Person Title
Address
PO Box
•
CA 90262 baker@ Ivnwood.ca.us
State Zip Code email
(310) 603-0220
Phone Number Fax Number
City of Lakewood
Company Name
Denise Hayward City Clerk
Contact Person Title
Address PO Box
CA 90712 Dhayward @ lakewoodcity.org
State Zip Code email
(562) 866-9771X2202 (562) 866-0505
Phone Number Fax Number
City of Pomona
Company Name
Marie Macias City Clerk
Contact Person Title
505 S. Garvey Avenue Pomona
Address PO Box City
CA 91769 marie macias@ci.pomona:ca.us
State Zip Code email
(909) 620-2341 (909) 620-3710
Phone Number Fax Number •
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Financial Statement
• A confidential unaudited Financial Statement will be provided within 5 days of notice from The
City of Rosemead to ECS Imaging, Inc. as a finalist for this Request for Proposal.
Other Projects ECS Imaging, Inc. is Currently Involved
Federal Defenders Office of San Diego
Future Development
At this time it is not possible to comment on future development for the City of Rosemead.
However, we can assure the City that we continue to work with our customers and review their
requirements and needs as their document imaging system mature and provide consulting and
support as part of our ECS Imaging Priority Support program included in this response.
B. Proposed Project Team and (qualifications
This section shall state the person(s) responsible for administering or providing the services.
Identify the project manager and include his/her position, responsibilities and
qualification/experience. These key personnel will be available throughout the duraltion of this
project. Any changes will be submitted in writing to the City of Rosemead for approval. All
parties are available through our main phone number (951) 787-8768, extension 2 for Support.
ECS Project
Staff
• Team Member
Title
Responsibilities for Project
Years -
Document
ImaQinQ
Services
Ed Althof
Senior Account Executive
Project Manager and Consulting
10
Debbi Richards
VP
Overseer and Consulting
15
Jim Pappas
CEO
Overseer and Consulting
15
Jason Goddard
Director of Tech Support
Manage Implementation, Integration
4
Consulting
Michele Waddell Technical Consultant/Trainer Implementation, Integration, Training,
Consulting
Jami Shore Customer Care Coordinator
Scheduling and follow up
•
9
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Wad
Resumes
Debbi Richards, V.P. of Sales and Marketing - ECS Imaging, Inc. is
Qualifications
• Thorough knowledge of the Laserfiche Document Management System and associated
competitive and complementary document imaging software products.
• Laserfiche educated since 1996 including all new enhancements to Software.
• Responsible for the acquisition and maintenance of numerous Document Management clients
including Madera County, Hawaii County, City of Chula Vista and Riverside County HR.
• Extensive consulting experience for database setups to manage electronic records/files.
• Functionality within desktop applications
• Proficient in the development and production of marketing materials, press releases, customer
success stories, brochures, and promotional items.
• Fluent in written and spoken Spanish.
• Traveled extensively, domestically and internationally.
Professional Experience
April 1993 - Present: ECS Imaging, Inc.
Position: V.P. of Sales and Marketing
Responsibilities: Responsible for Sales, Consulting, Management of customer accounts, and
Marketing. Responsibilities include customer needs analysis, product demonstration, cost/benefit
analysis, proposal generation, project management, consulting, and customer service. Participate in
pre-installation consulting and design of system to meet company's needs. Ensure system is
implemented and accepted to customer requirements. Marketing responsibilities include trade shows.
marketing material design and distribution.
January 1995 - October 1997: KNSE Fiesta Mexicana Radio
Position: National Sales Manager
Responsibilities: Managed and maintained all national accounts for the radio station. Developed new
accounts on the national and local levels. Established a yearly marketing plan with new marketing
materials, promotions and strategies. Represented the station in public relations. Created commercial
script and marketing materials in Spanish and English.
Education
• California State University San Bernardino, Bachelor of Arts in Business and Administration with
emphasis on Marketing from the accredited School of Business. Minor in Spanish. Vice-President
of Membership in American Marketing Association.
• Riverside Community College, Associate of Arts degree.
• Anthony Schools, California Real Estate Broker's License.
James Pappas, CEO - ECS Imaging, Inc.
Qualifications
• Thorough knowledge of the Laserfiche system and associated competitive and complementary
document imaging products.
• Extensive knowledge in mainframe computing •
• Complete literacy and programming capabilities in DOS and Microsoft Windows.
10
0
•
• Strong analytical skills with emphasis on Needs Analysis & Business Process Reengineering.
• Full peripheral knowledge of scanners, printers, servers, WORM, CD-R, CD-RW, jukeboxes,
interfaces, etc.
• In-depth systems knowledge on multiple platforms, including PC, UNIX, Mainframe
• Advanced knowledge of network operating systems, including: Novell, NT, and Windows.
• Current installation and consulting of systems at over 200 government clients.
• Laserfiche educated since 1996 including all new enhancements to Software.
Professional Experience
January 1991 to Present: ECS Imaging, Inc.
Position: Chief Executive Officer
Responsibilities: Founded ECS Imaging, Inc. to provide solutions in document management and
imaging technology. Responsible for its continued growth at a rate in excess of 100% per year.
Established all aspects of company direction. Analyze client needs and design of systems ranging from
stand-alone to complex networks with high volume. Pricing and contract negotiations, vendor
relationships, new product analysis and strategic alliances. Trade shows attendance and guest
speaker presentations.
1967 to December 1990: Honeywell Information Systems
Position: Senior Consultant
Responsibilities: Mainframe accounts in the Los Angeles Branch. Provide technical and sales support.
Project management for Large Accounts such as A.M Lewis, Los Angeles Office of Education, and Los
Angeles Community College District. Selected as Project Manager of the year many times. Awarded
Pacemaker status at Honeywell for 8 years.
• Education
• University of Richmond, Virginia
• Technical and Management courses from Community Colleges and Honeywell.
Jason Goddard, Director of Technical Services - ECS Imaging, Inc.
Qualifications
• Certified in many different disciplines of computer skills.
• Customer service and interpersonal skills.
• Self-taught and continuing to self teach new skills.
• Tenacious problem solver until resolution.
• Computer support and administration.
• Professional and confident of technical skills.
• Previously worked with 200-400 clients on a daily basis.
• Created a frame work for a job previously never done before.
• Worked with different network media (i.e., wireless, copper, fiber, etc.).
• Experienced in server setup, maintenance in an active directory environment.
• Extensive desktop experience with both windows 2000 and XP.
• Extremely familiar with portable, desktop, and server hardware.
• Create SQL scripts and VB scripts.
Employment History
• Onsite Technician, ECS Imaging Inc., Riverside, CA
Mobile Data Computer Service Technician, Affiliated Computer Services Pomona, Pomona, CA
11
Computer Consultant, Self Employed, Norco, CA
Senior Portables Phone Support Technician, Dell Computer Corporation, Round Rock, TX •
Line Leader/Surface Mount Technology Technician, Solectron Texas, Austin, TX
Certifications
• Windows System Administrator
• Linux System Administrator
• Unix System Administrator
• Information Security Administrator
• Web Administrator
• Software Tester
• Laserfiche 6, 7, 8
Michele Waddell, Technical Consultant - ECS Imaging, Inc.
Qualifications
• Customer service and interpersonal skills.
• Self-taught and continuing to self teach new skills. t
• Extensive experience consulting customers on database setups, structures and indexing
schemes.
• Extensive experience setting up, testing and training workflow rules.
• Extensive experience configuring and automating procedures using Laserfiche quick fields
indexing tools.
• Troubleshooting skills. •
• Classroom style and one on one training experience.
• Creation of Cheat Sheets and other customer specific training materials.
• Extensive scanner maintenance and scanning best practices.
• Computer support and administration.
• Professional and confident of technical skills.
• Experienced in server setup, maintenance in an active directory environment.
• Extensive desktop experience with both windows 2000 and XP.
Employment History
Onsite Technician and Trainer for ECS Imaging Inc., Riverside, CA since 2001
Certifications
• A+ Certified
• Laserfiche version 5, 6, 7, 8
• Laserfiche Workflow
• Laserfiche Quick Fields
• Laserfiche Advanced Audit Trail
Ed Althof, Senior Account Executive - ECS Imaging, Inc.
Qualifications
• Thorough knowledge of the Laserfiche Document Management System and associated
competitive and complementary document imaging software products. •
• Laserfiche educated since 2001 including all new enhancements to Software.
12
• 0
• Responsible for the maintenance of numerous Document Management clients.
• Consulting experience for database setups to manage electronic records/files.
• Functionality within desktop applications
• Proficient in the development and production of marketing materials, press releases, customer
success stories, brochures, and promotional items.
Professional Experience
June 2007 - Present: ECS Imaging, Inc.
Position: Senior Account Executive
Responsibilities: Responsible for Sales, Consulting, Management of customer accounts, and
Marketing. Responsibilities include customer needs analysis, product demonstration, cost/benefit
analysis, proposal generation, project management, consulting, and customer service. Participate in
pre-installation consulting and design of system to meet company's needs. Ensure system is
implemented and accepted to customer requirements. Marketing responsibilities include trade shows,
marketing material design and distribution.
August 2006 - June 2007: SunCal Companies
Position: Senior System Consultant
Responsibilities: Re-deployment of Laserfiche system for 400 employee master development
company with office throughout the United States. Perform detailed document flow analysis and
create work program to redesign system and re-train users in the effective use of the document
management system.
November 2001 - August 2006: Sweek Connolly and Company
Position: Chief Information Officer
• Responsibilities: Manage all internal systems including network, telecommunications, workstaions
and all applications including Laserfiche, Microsoft CRM, and approximately 40 accounting related
applications. Provide project management and part-time CIO services to many key clientele of the
firm. Manage vendors and consultants as well as internal staff.
September 1999 - November 2001: Wyle Systems, LLC
Position: Director eCommerce
Global strategy and design of eCommerce systems in the United States and Europe, management
of programming, design and marketing staff related to eCommerce.
September 1996 - September 1999: Ingram Micro, Inc.
Position: Senior Manager eSolutions
Design and support of implementation services related to eCommerce world-wide. Management of
product managers, programmers, support staff, system engineers and eCommerce consultants.
January 1985 - September 1996: USConnect
Position: Partner, Director of Sales and Operations
Systems Integration firm specializing in Local and Wide Area Network projects as well as Lotus
Notes and Document Management and Accounting solutions.
Education:
• B.S. Engineering, California State University, Northridge 1985
• Pepperdine University Alumnus, MBA
• • Project Management Institute Certificate, 2006
• Novell Certified Network Engineer, 1994
13
•
C. Proposed Products and Services
•
•
ECS Imaging, Inc. proposes the City of Rosemead leverage the easy to use and open system from
Laserfiche. Laserfiche is the industry leader for document imaging and management solutions for over
80 Cities throughout California.
The components needed for the City of Rosemead are listed in the table below. The following is a brief
description of each of those components:
Laserfiche Base System SQL: This is the Laserfiche server software which will run on the dedicated
Laserfiche server. The City will need to provide a dedicated server based on the following
configuration. Intel Pentium processor, 4GB RAM, Fault Tolerant Hard Drive configuration (RAID - 5)
with at least 200GB capacity, Microsoft Windows Server and SQL. Based on the City's standardized
hardware, we can suggest a specific model and configuration. The Laserfiche server includes the
search engine for document retrieval, the Optical Character Recognition (OCR) engine for extracting
searchable text from your documents and the administrative tools to manage your Laserfiche system.
Laserfiche Full User licenses allow the full user to add, modify and move documents within the
system. Scan operators and users who administer the system need a full user license. As the system
grows within the City it is very simple to add additional full users to the system. .
Laserfiche Retrieval User licenses allow read only access to the documents and they are also utilized
by the web interface, WebLink.
WebLink is the read only web interface from Laserfiche. There is another web interface callec•
WebAccess that allows the functionality of a full user via an Internet browser that the City might
consider in the future. Either module allows access to the documents through the Internet browser and
alleviates the need to have Laserfiche Client software installed and maintained by your
IT organization on the various user's desktops. WebLink would run on a Microsoft IIS server with
access to the outside/public. We can consult with your IT organization how it needs to be set up.
Laserfiche Agenda Processor is an application that integrates with Microsoft Office and Laserfiche
and allows the administrator of a selected Agenda to automate the assignment, collection and approval
of agenda items for an agenda. An example would be the person in charge of building the City Council
meeting agenda would use Agenda Processor to build the Agenda and the supporting documents
would be managed through Laserfiche.
Laserfiche Import Agent is a module that automatically scans assigned network folders for new
documents and imports those documents into specific folders within Laserfiche. It is used for the multi-
function copier/scanners that users utilize to scan documents into the network. Based on the set up,
usually an assigned administrative user would look in the designated Laserfiche folder for their
department and then index and move the document(s) to their proper folder.
•
14
•
•
•
Product Description
Laserfiche Base System SQL version
Laserfiche Full Users (including: Email and Snapshot)
Laserfiche Retrieval Users
Laserfiche WebLink
Laserfiche Agenda Processor
Laserfiche Import Agent
Annual Software Maintenance & Support:
Laserfiche Base System SQL version LSAP
Laserfiche Full Users LSAP (including: Email & Snapshot
maint)
Laserfiche Retrieval Users LSAP
Laserfiche WebLink LSAP
Laserfiche Agenda Processor LSAP
Laserfiche Import Agent LSAP
'ECS Annual Priority Support Contract
•
Priority on-site support up to 20 hours, Phone support as required with a 2-hour response time. 1 year
support including updates of software, on site consulting and project management (all travel costs
included).
Hardware:
Xerox DocuMate 262i
Xerox DocuMate 632
ECS educational training on-site:
Materials, instructor, and follow up telephone support Up to 1 day of training: On-site for scan
operators, retrieval persons & system administrator. Train the Trainer Approach
Integration Services:
Installation of Hardware and Software above, Integration, Testing, Troubleshooting, Emergency Support,
Consulting, and Project Management. Installation on 20 Workstations with 3 having scanners, 3 Modules
Optional Items to Consider
Laserfiche Starter Audit Trail
Laserfiche Starter Audit Trail LSAP
Laserfiche WebAccess (Uses Full User Licenses)
Laserf iche WebAccess LSAP
Laserfiche Workflow (10 user - Requires Full User License)
Laserfiche Workflow LSAP
The City is required to provide a Microsoft SOL Server
for Laserfiche. Specifications will be provided. ECS can
provide a server, but it is typical for our customers to
provide it.
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D. Work Plan •
Narrative of Estimated Staff Time - Work Plan
Written description of how the work will be performed.
We have successfully provided very similar services to many of our clients over the past 15 years. Our
continued livelihood is based on meeting the goals of our customers and providing the continued
support for many years to come. We have the technological infrastructure and staff capabilities to meet
and exceed the City's expectations.
Site Preparation and Pre-Installation Consulting:
Prior to installation, your account manager will visit the site and make recommendations for space
utilization and equipment needed. A statement of work will be written and presented for sign off by the
City of Rosemead project manager prior to implementation commencement.
We can provide consulting to each existing and new department about the best way to implement an
imaging system given their current paper filing system, make recommendations for streamlining
processes while implementing the Laserfiche Imaging system, establish a time line with the City of
Rosemead in regards to installation and implementation of all items, and identify with IT the
environmental and space requirements for all products.
Laserfiche Installation Acceptance Testing
Once Laserfiche is installed, we will perform all the necessary functions to introduce and demonstrate
the capabilities. We will ensure a smooth installation by preparing your staff and ours prior to the work
commencing. We will make recommendations as required to facilitate a successful installation.
Implementation Services
The Statement of Work outlines the steps required to implement Laserfiche for an organization, like the
City of Rosemead. To enable a controlled and effective implementation we would recommend a phased
approach. This is a successful technique that we have used in many previous implementations.
There are a number of detailed planning areas that would need to be agreed on before the final
implementation plan would be finalized. This would be completed in a Project Definition and Scoping
phase. The experiences gained from the above will be used to finalize the system design and approach
before final roll out.
Proposed timeline of the project.
Phase I
Brief Description
Timeline
1
ECS - Configure Rack Mount Server and install Laserfiche on City of
1.5 Days
Rosemead System. Install on-site.
ECS - Install all modules: WebLink, Agenda Processor, Import Agent
ECS - Install Laserfiche Client, E-Mail and Snapshot on 3 scan stations
ECS - installation of scanners
2
ECS Train Scan Operators on features in Laserf iche - 3 users
1/4 Da
3
Train Retrieval Users how to access and search via Laserfiche &
1/2 Day -
WebLink
4
ECS Train Administrators on Admin features in Laserfiche .
1/4 Da
5
City of Rosemead Acceptance Testing
30 Days
•
16
The City of Rosenead will be assigned a project manager and a lead tech. In the case of a problem,
• access to the CEO and VP will be available to assist in a resolution immediately. Communications can
be done through phone and email. The City of Rosemead will have access to the project manager's
cell phone as well.
ECS Imaging, Inc. will ensure proper compliance and quality assurance with the specifications
of this project.
Our approach to large-scale projects is to employ our A3 Project Management Approach. The approach
relies on three phases in a project's implementation to ensure success: Assessment, Acceptance
and Assurance. It is based on the best practices as detailed by the Project Management Institute
(www.i)mi.org) and has been proven effective in delivering projects on schedule, with less risk. This A3
approach is shown in the graphics below:
Assessment defines the project's scope and is completed with the cooperation of key user
management. The final document produced is a Statement of Work (SOW), specific to exactly what and
how the system will look and operate. If tasks can be combined to shorten the timeline, this is
determined during this phase. This document is approved by the City of Rosemead management and
completes the Assessment phase.
- - . 7 Systems
01111110, lmpiementatlon -0. Assurance
Acceptance is where the project is installed, tested and training occurs. We anticipate a joint effort here
• by members of the City of Rosemead IT staff and ECS Imaging, Inc. Systems Assurance is where
plans for long-term success are clearly defined.
Assessment
Acceptance
Assurance
- C
onsultanc
y
Implementation
S
t
A
-
~
i
ys
ems
ssurance
~
Vision and
operations
systems
Zatysw
Design
Systems
Installation 3
Support a
Customer
Development
ltnegration
Assurance
Training
Testing
Tasks:
Define
Tasks:
Review
Tasks:
Deftne
Tasks:
Tasks:
Tasks:
Tasks:
Business
Cunant
Systems
Systems
installation
Support
EnactTrainirg
Objectives
operations
,Development
Plan
Design
(ntegratlori
Software
information
Gathering
Gathering
Cl "m
Sys em
Develop
Quality Assurance
Tasting
Maintenance
Create
-
Requirements
Project Plan
Testing
Productivity Audit
Customer-
; Speclftc
Depverabfes
Delverables:
Dewerabhm
Deliverables:
Deliverables:
Documentation
Prelim. Needs
Analysis;
User
Requlrernams
Statement of
Work
~?4 CAe File
Containing. Custom
Fuliy Functional
System;
Defverables
Defrverables
PreIIm.Fomrs
Docvnert
-Application
-
Project Acceptance
Support Plan;
Knowledge
Processing
Form
New Software
Transfer,
Survey
_J
I
Releases;
Productivity Audit
Custom
Documentation
Report
Precise detail on our project reporting mechanisms.
Once the Statement of Work document is developed, the timelines will then be identified with specific
• milestones for successful completion.
17
• •
We rave used Microsoft Project, Excel, Word on other projects to outline the specific phases,
milestones, target dates and completion dates. •
Team meetings will be held on a regular basis to discuss the progress.
E. Pricing/Fees
Enclosed within a separate envelope
F. Supporting Material/Additional Information
Please see enclosed Laserfiche and ECS Imaging, Inc. product literature.
•
•
18
Attachment "A"
• Additional Laserfiche Modules and Plug-ins
Laserfiche Pricing
Laserfiche United Server for SQL
Laserfiche United Server License $7,250
Annual $1,450
Laserfiche Server Additional Repository License $3,000
Annual $600
Laserfiche System Add-on Options
Laserfiche Agenda Manager (includes 5 Meeting Types, 25 Concurrent Users) $15,000
Annual ($3,000) and Setup/Training ($3,000) $6,000
Laserfiche Plus CD/DVD Publisher (per station) $3,795
Annual $1,590
Laserf iche Workflow -10 User $15,000
Annual $3,000
Upgrade from SOL to Lf Records Manager Edition - DoD 5015.2 certified $14,400
Includes Advanced Audit Trail
Annual $4,000
Or
Laserfiche Records Manager Module Add-in $6,000
Annual $1,200
Laserfiche Starter Audit Trail $2,495
Laserfiche Starter Audit Trail Annual $500
Laserfiche Basic Audit Trail $4,995
Laserfiche Basic Audit Trail Annual $1,490
Laserfiche Advanced Audit Trail $7,995
Laserfiche Advanced Audit Trail Annual $2,390
User Licenses
Laserfiche Snapshot (must match Full Users) $100
Annual $20
Laserfiche E-mail (must match All Users) $80
Annual $20
Laserfiche Full Users each $650
• Annual $130
19
=UQ 0 0
Laserfiche Retrieval Users each $250
Annual $50
Additional Database - RME Edition for MS SQL $3,000
Annual $600
Capture Tools
Laserfiche Scan Connect (per scan station), No Annual required. $165
Laserfiche Import Agent $1,495
Annual $390
All items in this next section are licensed per station & require Quick Fields base
license.
Laserfiche Quick Fields Base License (per station) $495
Annual $100
Laserfiche Real Time Lookup (per station) $495
Annual $100
Laserfiche Zone OCR (per station) $2,495
Annual $500
Laserfiche Quick Fields Bar Code (per station) $1,495
Annual $300
Laserfiche Annotation/Bates Numbering (per station) $495
Annual $100
Laserfiche Document Classification (per station) $4,995
Annual $1,000
Laserfiche Pattern Matching (per station) $495
Annual $100
Laserfiche Optical Mark Recognition (OMR) (per station) $2,495
Annual $500
Laserfiche Quick Fields Agent $9,995
Annual $2,000
Laserfiche Forms Combo (per station) $9,995
(includes ZoneOCR, Forms Processing, Document Classification, OMR, & Forms Registration)
Annual $2,000
Laserfiche Forms Identification (per station)
Annual
$2,495
$500
•
•
20
•
•
I-]
•
Laserfiche Forms Registration (per station)
Annual
Laserfiche Forms Extractor (per station)
Annual
Web Tools
Laserfiche Web Access (Thin Client via the Web)
Annual
Laserfiche Web Access-Additional Repository
Annual
LaseFiche WebLink (Retrieve, Search and Print via the Web)
Annual
Laserfiche WebLink-Additional Repository
Annual
Integration Tools
Laserfiche Integrator's Toolkit
Annual
Laserfiche Integration Express
Annual
ECS Annual Priority Support Contracts
Priority Plan I
$2,495
$500
$2,495
$500
$7,995
$1,590
$1,250
$250
$7,995
$1,590
$1,250
$250
$2,500
$750
$2,495
$500
ECS
Support
$2,500
Priority phone support upgraded from 24 hour response to 2 hour response time.
Unlimited phone and email support. Monthly Newsletter
On-site support/remote up to 20 hours included. On-site within next business day as needed.
2 Free Admissions to Annual Customer Conference, Free Admission to Quarterly User
Groups.
Support for up to 2 full users, 15 retrieval users, Snapshot, Email
Customers under this plan can purchased additional on-site time discounted at $100/hour.
Customers not under this plan can purchase on-site hours at $150/hour 2 hour min. + 1/2 travel time
21
• Special Account Management
assigns a professional consultant to
each customer for individualized care.
• Immediate Response Time
allows our specialized tech team to
respond to your problems within
hours of the call.
• Guaranteed On-Site Hours
gives our customers pre-paid hours
per year for additional training,
updates, and support on-site.
ECS Priority SlUPPOrt is an additional support
plan to Laserfiche Software Assurance Plan (LSAP).
While LSAP only offers support through ECS'
business-hour hotline and Laserfiche's support
website, ECS Priority Support responds immediately
to the customer's needs and concerns. Our tech team
responds within 4 hours of the customer's call.
Customers with Priority Support are each assigned an
account manager for periodic check ups for additional
care.
Downtime has a great impact on your company's
efficiency. Rather than spending hours on the phone
or on the internet looking for a solution, ECS Priority
Support will help get you back on your feet with
immediate response.
Location is very important when it comes to
supporting our customers. Our offices in the Inland
Empire and Martinez makes reaching Northern and
Southern California customers highly convenient.
LSAP
Priority Support
i
Guaranteed On-site/Remote
x
Connection Hours
Laserfiche Software Updates
x
x
Laserfiche Support Website
x
x
Phone Support (LSAP)
X
x
24hr. Response Time
Priority Phone Support
X
4hr. Response Time
Free Customers Conference &
X
Regional Meetings
Warranty Administration
x
Monthly ECS Newsletters
x
Professional Account Manager
x
•
1 • •
ECS Imaging, Inc.
your document management solution
ECS Im~ing Team anAaserfiche
Join our proven team today!
ECS Imaging, Inc.
• Laserfiche Certified Solution Partner
Experienced Staff
- Record of Quality Service since 1991
• Laserfiche Top Reseller in CA!
• Local Support
• Turn-key Services:
Project Consulting
On-site Training
Scanning Services
Hardware
Specialized Products
Custom Integrations
On-going Technical Support
• Industry Partnerships & Associations
• Free Quarterly User Group Meetings
• Free Annual Customers Conference
Laserfiche
• 22,000 sites Worldwide!
• User-Friendly Imaging Product
• Certified DoD 5015.2
• Secure Document Management
• Automatic Indexing & Capture
Automated Workflow
Agenda Manager
• Toolkit & Easy Integration Tools
• Web Retrieval & Thin Client
CD/DVD Wizard publishing
• Records Retention Management
• Multiple Database Support
Rapid & Seamless Deployment
• Industry Standard Formats
• On-line User Support Forum
• Industry Partnerships
Call ECS Today to get started.
ECS will go the distance with you.
ECS Imaging, Pc. ~
• Turn-key Implementations
Project Management
Laserfiche Document Imaging & Management
- Including: Workflow, Auditing, Web Clients, CD Publishing, Capture
y Automation Tools, and Records Management DOD 5015.2 certified
Hardware and Scanner Integration
On-Site Training
On-Site Support
Telephone, Email and Remote Support
Scanning Services
Paper Scanning and Large Maps
Microfiche, Microfilm, and Aperture Card Conversions
• Kofax Capture Tools
Ascent Capture
Intelligent Capture for Invoices
Fax Server Solution
Adobe LiveCycle Barcoded Forms
Imaginq, Inc.
Run wtth tho Best
• Integration Services-Business Critical Solutions
Corporate: Image Enabling
877-79QY Multi-Directional Integrations
www ecs , i Custom Programs
Automation Enhancements
• Integrated Products
Digital Recorder Auto-Importer
Mugshot Capture & Sixpack Creator
ESRI Integrations
Auto-Folder and Auto-Case Creator
Email Encryption
Digital Signatures
SQL Reports Web Based
•
•
ECS is the bridge between your paper records and electronic
document management. Here are many of the ways we will assist
you cross the bridge from paper to digital.
ECS ImagingA Inc. 0
ECS strives to be a single source company to maximize our customers' time and
efforts. Being solely dedicated to this industry enables us to provide outstanding
services and stand out from the crowd.
Industry Associations
Our involvement provides us with insights to current and emerging
technologies as well as to specific customer needs and requirements.
AIIM-The Enterprise Content Management Association
• National and Local Chapters.
A.RMA- Association of Information Management
• Upland-Inland Empire, Orange County & Greater Los Angeles County Chapters
Local Government:
} • Municipal Information Systems Association of California (MISAC)
y`° • City Clerks Association of California (CCAC)
• Association of California Water Agencies (ACWA)
Law and Justice:
• Computerized Clets Users Group (CCUG)
• CA Law Enforcement Association of Records Supervisors (CLEARS)
Education:
• CA Educational Technology Professionals Association (CETPA)
• CA Association of Community College Registrars and Admissions Officers (CACCRAO)
• CA Association of School Business Officials (CASBO)
Educational Resources
We continually offer free educational training,
seminars, news, and materials to our customers.
• ECS User Groups
Quarterly meetings in both Northern and Southern CA help users connect with each other. Free
training is offered.
• ECS Annual User Group Conference
All day Free event exclusively for ECS Customers
• ECS Monthly Newsletter
Sent to all ECS Customers to keep them informed about Laserfiche, EDM industry, Products,
Specials and Services.
Integrated Products y=am`
V~ GIS Technology, Inc,,;
granicus
Kofax Ascent Capture used to automatically extract data from images to auto index
w Attach 111 and auto-name documents in Laserfiche. Extracted data from forms can also be sent to
third-party applications such as PeopleSoft, SAP, Oracle..
Cwsii» ~mwwH.., ior~ k
~s
s ESRI two-way database level integrations with Laserfiche. Desktop and web interfaces
of both applications are available.
K
Granicus places the agenda and items prepared using Laserfiche's Agenda Manager
,
software into Granicus' MinutesMaker system, so that users can realize the full benefits
.
JT TL
of both systems with minimal additional effort. •
Digital Voice Recorders integration auto imports, auto indexes and auto files digital
recordings into Laserfiche from handheld digital recorders.
ECS, Mugshot Capture and indexing application with automatic imports into the
Laserfiche system.
ECS Six Pack Creator generates electronic line-ups and automatically stores the color
Six Pack line-ups into the Laserfiche system.
Attach Plus dramatically improves the way businesses send e-mail attachments by
encrypting emails, reducing the time and complexity it takes to PDF, ZIP and password
protect attachments.
Corporat_
ECS Search Bar to search from legacy databases or a desktop without having
$y~-q¢`-
Laserfiche even open. I.E. G-Link y (terminal emulator), Surado CRM, Tidemark and
www.ecs"~a
Permits Plus.
sales wecsi
Sout#t
ISD Court Case Management Software and ECS collaborative integration with
_
Laserfiche.
ECS Check Remittance Processing Solution using RTL First check capture
solution. Check images and index values are automatically sent to Laserfiche for
permanent archiving and retrieval •
DIMS seamless integration to retrieve data stored in investigative agencies. 1) In a
Laserfiche index field information will indicate whether data exists in the DIMS system
relative to that case. 2) Users have ability to query DIMS data to
show the pictures that are stored in the DIMS system.
ECS Imaging,%nc. 0
a Quality Service
ECS Imaging commits to do our best to achieve and provide quality service. We
continue to build, strengthen and improve our service infrastructure and train
support staff to ensure that we can bring the best possible service for the lowest
cost to our clients.
Responsiveness
ECS Imaging commits to respond as quickly as we can to our Client's needs. We
have carefully developed a Responsiveness Plan, to ensure that the "ECS Imaging
Client Support Team" is there when the Client has a need. Our priority support
contract is a two-hour response time.
Single Point of Contact
ECS Imaging commits to provide quality support services via a single point of
_y
contact. Our Customer Relations Coordinator is responsible for utilizing ECS
Imaging technical staff and sales staff to provide superior Response and the
proper attention on the first call. Our Customer Relations Coordinator is the in-
house representative for our Client's.
Process Management
ECS Imaging commits to consistent and timely follow up to the best of our
abilities and within the scope of our responsibility. We will coordinate or assist in
the coordination of all involved parties to ensure that nothing falls through the
crack.
Cost Management
ECS Imaging offers the most cost effective support package for each client. We
understand the availability of resources and work environments vary per client.
Moreover, every organization is interested in minimizing costs and receiving the
best value. Our support approach involves the Client's staff and defines the scope
of our role. We are able to manage the Client's support costs without
compromising on the quality and responsiveness of our services.
Advisory Services
ECS Imaging commits to offer sound business and technical guidance to all of our
Client's. We believe that we are our Client's advisors; we are not a one-time
vendor to our Clients. We choose to have an on-going relationship with our
Clients.
Caring Approach
ECS Imaging commits to be our Client's caring partner. We believe that the main
ingredient of success for any partnership is a Caring Approach and we hold fast to
that ideal.
ECS Imaging, Ac.
0
We make digitizing easy!
ECS will convert your paper to images quickly and efficiently. Once
digitized your files are searchable instantly via CD, DVD, Server,
' PDA, Laptop, Web...
ECS provides high quality scanning services for our customers. We
have the ability to scan large scale drawings, letter and legal size
documents. We will meet your scanning guidelines, timeframe,
preferences about document formatting and arrangement.
Our imaging services include:
• Paper Scanning and Large Maps
zx
Microfiche, Microfilm, and Aperture Card Conversions
Indexing, Naming and OCR
Loading documents into your Laserfiche imaging system
Backups provided on CD's or DVD's
Pick up and Delivery
Pennies per page will improve your process!
877=79Q= . Find Files Faster
www•ecsim . Disaster Recovery Relief
dom.
saes cZecs4 . Save Time
Sou; _ Save Copies
;,»„rn„C; Save Paper Costs
Pricing is based upon paper quality, size and quantity.
Simply call or email our sales department for a prompt quote.
•
0
•
Setting the standard in local government document
and records management, Laserfiche helps thousands
of government agencies around the world meet the
challenges of 21st-century public service.
Consider your growing workload. Responding to
demands for instant access to public records. Keeping
those records secure. Maintaining archives of maps
and drawings, and providing access to engineers and
emergency personnel.
As wou face these demands in the Clerk's Office, in
Public Works, in your Police and Fire Departments-
throughout local government-what is the impact of
paper- and microforms-based records management on
budget, productivity and quality of service?
- S 1 - "
Learn More Inside
► Enforce Consistent Records Procedures
with DoD-5015.2-certified Tools
► Find Information Faster
► Protect Documents and Records
► Simplify Agenda Processes
► Improve Access to Public Records
► Streamline Integration and Deployment
► Hours spent responding to public information requests
► Time-consuming document retrieval from records
rooms and off-site storage
► Administering complex records retention, accession
and destruction procedures
► Manual compilation, approval and distribution
processes for agendas
► Easy, secure Web publishing to save time and labor
► Instant document retrieval to improve productivity
► Simplified, consistently enforced records policies
organization-wide
► Cost-effective agenda creation and distribution
► Secure, reliable archiving on CDs, DVDs and
other media
► Challenges of preserving public records for the future
► Enhanced records protection and security
► Difficulty controlling access to and distribution of
sensitive records
Laserfiche, Serving the Public Servant
I Records ~-Agendas -~i- .
Capture
documents
Ordinances
from:
♦
E-size Drawings, Blueprints
and Maps s
E-mail
l Tax Assessment Fortes 1-_
Fax
Department
Filar
Department Reports
Lase Documents
E -
-
l
Supporting Notes
FlAudio. Photos, Videol
Etectronrc
Documents
O
ice -
Scanners
A/R
A/P 1--►
rte'
Digital Audio
6 Video
Human
Resources
Applintions-i
Multifunction
[~redentials and C.rMc ion
peripherals
I
-
It
-
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Increase public access to informatio
With secure, dynamic Web publication.
4
aaonwe.
-
•
Simplify retention schedule
i
i
it
5
~ ;i
1
Laserf
che for
Municipal Clerks
management w
h DoD-
015.2-
certified tools.
- -
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rKr~
~ Irtl
n rrk
,I 'L-L 1
Laserfiche for
Tax Accesson
Augment revenue through GIS
integration for faster, more accurate t.er ee..m.rq
billing and tax collection.
sw. a...~r
Enhance first response and homeland
security initiatives by linking
supporting documents to GIS and
L
Laserfiche for other applications.
Special Gistrkb
-
- rrv a.y„rs
Lower the cost of information sharing
ateow
and trial preparation by copying case.ticaen
documents to CDs. 1h~;
Laserfiche for Courts y
aanerr
Challenges of the Status Quo The Laserfiche® Potential
elk
DoD-5015.2-certified Tools
Records management for local government must be
many things. Reliable. Unfailing. Secure, but accessible
to authorized staff. Comprehensive, but sensitive to
departmental demands. Designed to help you achieve
those goals in the real world, the Laserfiche Records
Management Edition provides dependable, total life-
cycle digital records management.
► Enforce consistent records policies for both physical
and digitized records.
► Manage records and documents, including e-mail and
digital video and audio, from a single application.
► Easily implement your file plan with a customizable
folder structure.
► Assure proper filing with mandatory metadata acquisi-
tion and automated extraction of e-mail metadata.
40 ► Streamline retention and disposition configuration.
Laserfiche Intelligent Search retrieves documents
instantly, allowing staff to find and distribute informa-
tion with unparalleled speed. With the flexibility of
full-text and customizable index searches, Laserfiche
allows on-demand access to documents.
► Locate documents instantly with Laserfiche
Intelligent Search.
► Unlock your documents' contents with full-text searches.
► Combine searches for precision document retreival.
► Easily generate disposition eligibility and other
reports with specialized records management searches.
► Find documents using fuzzy search capabilities even
if you are unsure of the search term's spelling.
► Retrieve image-only documents, such as maps and
drawings, with customizable index field searches.
Protect Documents and Records
Maintaining, moving and protecting paper and micro-
form records are expensive tasks. Disaster and theft
threaten the integrity of archives. Photocopying for off-
site storage is labor-intensive and costly.
Digital media also raise concerns: Will evolving technol-
ogy allow future generations access to public records?
Digital archiving with Laserfiche resolves these concerns
while facilitating disaster recovery planning.
► Store entire document repositories on durabla,-
royalty-free CDs or DVDs.
► Built-in search and viewing capabilities promote more
effective operations continuity in the event of a disaster.
► Maintain future accessibility with non-proprietary
ASCII and TIFF file storage formats.
► Easily reconstruct destroyed or damaged archives
from digital backups.
► Safeguard information from the repository level to
that of individual words.
Enforce Records Procedures with Find Information Faster
Xt M1l A 1 ~l t ~`f .t ~ r.
•
Simplify Agenda Processes
Labor-intensive planning of regular meetings for
councils and other bodies impacts personnel in every
department. Last-minute changes, gathering approvals
and preparing minutes consume staff hours and create
massive paper-handling and storage burdens. Laserfiche
Agenda ManagerTm automates agenda compilation and
approvals workflow for efficient agenda building, faster
distribution and easier posting of agendas and support-
ing materials to the Web.
► Ease the agenda compilation process with automatic
notifications to contributors.
► Speed approvals with automated document routing.
► Reduce costs and relieve the paper burden with effi-
cient electronic distribution.
► Improve public service with instant Web availability
for citizens and the media.
► Simplify the preparation and distribution of minutes.
Streamline Integration and
Deployment
•
Improve Access to Public Records
As the demand grows for instant access to public
information, local government needs an efficient, c
effective Internet solution. Laserfiche WebLinkT' is
e-government solution that provides a secure way to
publish documents on an intranet or the Internet.
Multiple departments, remote offices and the general
public can search budget information, public safety
guidelines and other documents without increasing
your staff's workload.
► Efficiently publish documents to the Web without
HTML coding.
► Deliver improved access to public records while
saving time and resources.
► Provide security for digital archives-records manage-
ment staff maintain complete access control.
► Easily customize WebLink to match the look and feel
of your existing Web site.
► Platform independence provides widespread access
via standard Web browsers.
Scalability allows local governments to budget for departmental
installations and then expand organization-wide, minimizing
implementation risks. Support for multiple servers allows
administrators to configure separate repositories for individual
departments while maintaining a controlled environment.
Repositories can reside in separate physical locations and be
protected with individualized security measures.
► The Laserfiche administration console is fully integrated with
the Microsoft® Management Console (MMC) environment, with
complete support for snap-in tools.
► Open architecture simplifies integration with standard
applications, such as GIS and others used in your Finance,
Human Resources, Public Works and Public Safety departments.
► Non-proprietary file storage formats maintain future
accessibility.
► Configure access and feature rights by users and groups.
► The system leverages COM (Component Object Model)
technology to facilitate customization.
► Support for industry-standard Microsoft® SQL Server''' and
Oracle database platforms simplifies integration and delivers
maximum scalability.
0 a i
00 ®s
® FOGTHRLLAW
coo
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m
Local government agencies and departments use high-
speed scanners to capture budgets, maps, employee
records, the municipal code, police reports-documents
of varying types and sizes-into single or multiple
Laserfiche databases. You can also import text files and
other electronic documents, including e-mail and digital
audio and video files, with automated import tools or
simple drag-and-drop actions.
Comprehensive security measures safeguard your digital
archive with individualized protective measures for spe-
cific departments. Original documents can be removed or
destroyed. Digital backups can be stored safely off-site.
Authorized personnel then search and retrieve docu-
ments instantly with Laserfiche's Intelligent Search.
Users view, print and e-mail documents from their
desktops. Documents may be archived to CD or DVD,
or dynamically posted to your intranet or the Internet
without HTML coding.
Consider the Cost of Providing
► What are the physical storage costs for large-format
maps and drawings?
► How much staff time is lost searching for
documents in file rooms or off-site storage?
► How long must engineers and first responders
wait for mission-critical plans?
► What are the risks to historical drawings from
repetitive handling?
► What are the cumulative costs in terms of budget,
staff hours and quality of public service?
Now Consider Meeting Those
Demands with Laserfiche
► Scan historical maps and import AutoCADO files
into a secure digital archive.
► Index maps and drawings with customizable
templates for precision retrieval.
► Give engineers instant access while reducing paper
reproduction costs and alleviating the retrieval
burden on planning department staff.
► Field personnel access critical information on-site
from wireless-enabled laptops.
This is just one example of how Laserfiche software helps
improve public service. Designed for rapid deployment,
scalability and seamless integration, Laserfiche delivers
solutions for today's local government.
Maps and Drawings to Engineers
0
About Laserfiche
Laserfiche Product Suite
Laserfiche Document Management Platform
These core products help you organize, protect
and retrieve information.
Laserfiche United"" and Laserfiche Team"m
Laserfiche Records Management EditionT*'
Laserfiche Web Access TM
Document and Information Capture
These tools bring paper and electronic documents
into your digital system.
Laserfiche Quick FieldsTm
Laserfiche Import AgentTM
Laserfiche SnapshotTM
Document Distribution
Provide secure, efficient document access
to users across the office and around the world.
Laserfiche WebLinkT"°
Laserfiche P1usT1,1
Laserfiche E-mail Plug-inT"'
Laserfiche COLDTM
Business Process Management
Streamline document-centered processes
and track activity for regulatory compliance.
Laserfiche Workflow Suite""
Laserfiche Agenda ManagerT'"
Laserfiche Audit Trail '
Integration and Customization
Tools and packaged solutions facilitate image enabling
and back-end integrations.
Laserfiche Integrator's ToolkitTM
Integration Express'
Integration Express-GIS'
Software Assurance
Manage change and protect your investment.
Laserfiche Software Assurance Plans (LSAP"")
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An organization's success is closely related to the efficiency of its everyday business processes. Yet
too many organizations continue to rely on outdated, manual processes that hamper productivity and
interfere with effective decision making. In today's increasingly-complex global environment, it's
more important than ever for organizations to streamline operations and to help staff focus more of
their time on revenue-generating activities.
•
.7
Laserfiche° Workflow' is a flexible, easy-to-use framework for automating and optimizing business
processes organization-wide. A key component of the Laserfiche platform, Workflow enables you to
automatically route documents, spreadsheets, a-mail messages and other types of content among
staff members. Because staff have instant access to the information they need, they work more
effectively, complete projects more quickly and make better-informed decisions. These productivity
gains rapidly translate into lower overhead costs, more responsive customer service and a stronger
competitive edge.
Workflow at a Glance
Using an intuitive interface, you model your
organization's current processes and transform
them into digital workflows. Each workflow can
involve as many steps as you need, and you can
trigger a workflow at any stage in a document's
life cycle.
To promote greater transparency in your
organization's business processes, Workflow
includes detailed reporting functionality so that
you can quickly determine which workflows are
running and where a particular item is located in
a workflow.
You can execute any number of actions on an
item as part of the workflow, from changing its
security access to automatically assigning meta-
data to it. This automation helps you simplify
complex processes and reduces the amount of
time staff spend managing information-leaving
them with more time to act on it.
• To improve task management, you can configure
Workflow to automatically e-mail users when an
item requires their attention. Workflow can also
notify supervisors of user action or inaction, as
well as reroute items in the event of user inactivity.
Ultimately, the value of a business automation
solution lies in its ability to optimize processes
involving multiple systems and departments.
Workflow is built on the Windows" Workflow
Foundation (WWFI engine provided with the
.NET 3.0 Framework, which opens a number of
possibilities for integration with your other line-
of-business applications.
Integrate Your Content with Your Business Processes
0 0
Simplify Complex Processes
Workflow enables you to translate even the most complex processes into a series of precise steps, each •
involving the users and activities you specify. Because business processes can vary significantly among
industries, we've also designed Workflow to be as flexible as possible. For example, nearly any event in
Laserfiche can trigger a workflow, and you can configure the system to perform a number of activities on
a document as part of the workflow process, from moving it to a new location to changing its security
access to assigning new metadata to it.
Design Workflow Rules with Ease
The Workflow Designer is an easy-to-use, graphical interface where you build a workflow and define the
conditions that must be met in order for a document to move from one step to the next. The Designer's
streamlined layout and intelligent design help you work quickly, while its intuitive "top-down" structure
makes it easy to identify each step in the workflow. To minimize time spent troubleshooting build-related
issues, the Designer automatically alerts you when a workflow is not configured correctly.
Once you're satisfied with a workflow, you can activate it with the click of a button. You can also save a
workflow as an XML-based file that you can load into other Workflow 8 installations.
Minimize IT Support
Workflow is not only easy to use, it's also easy to deploy and maintain. The Workflow Server can support
multiple Laserfiche repositories-although you can also use multiple Workflow Servers to support a
single, large repository. This flexible architecture helps you design a system that both fits your existing IT
infrastructure and helps you optimize system performance.
Also, a separate Windows service, known as the Workflow Subscriber, monitors the Laserfiche repository
•
and notifies the Workflow Server when specified events occur. To make the best use of your current hard-
ware, you have the option of installing the Workflow Server and Workflow Subscriber on either the same or
different machines.
Realize Rapid R01
Many work processes involve multiple line-of-business applications. Because Workflow is built on the
Windows Workflow Foundation, you can create a workflow that involves both Laserfiche and your
organization's other software systems. For example, you might script a step in a workflow that
automatically brings e-mail messages into Laserfiche from the Microsoft' Exchange Server and then
archives these messages in a certain folder, routes them to a particular user or takes another action.
No matter how complex your business processes may be, you can manage them from a single location-
the Workflow Administration Console. Because this console is a Microsoft Management Console TM
application, you can snap it into the same enterprise console you use to manage all your organization's
Windows-based applications. In this way, Workflow not only helps you automate business processes, but
also makes them more transparent, providing you with a singular location from which to monitor and refine
your organization's operations.
•
• Protect Information from Unauthorized Access or Release
• Increase Visibility into Enterprise Processes
• Generate Audit Reports Quickly and Easily
Information is one of your organization's most important assets-and one of the most highly
regulated. As the penalties associated with poor record keeping and inadequate security grow
increasingly severe, it becomes ever more critical that organizations in all industries take a pro-
active approach to managing and protecting information.
By constantly monitoring and recording events that occur in your document repository,
Laserfichee Audit TraitT" plays a key role in your organization's enterprise risk management
strategy. Audit Trail enables you to regularly review user activity, assess the effectiveness of
internal control mechanisms and demonstrate regulatory compliance. Perhaps most impor-
tantly, Audit Trail readily fits into your existing IT infrastructure, providing you with a detailed
view of enterprise business processes-without creating additional work for your IT department.
40 Gain Greater Insight into Business Processes
You can configure Audit Trail to track almost any user action, from login and logout to creating, modify-
ing, printing and deleting documents. No matter which events you track, Audit Trail provides you with
the oversight you need to monitor staff productivity, identify security problems and, if necessary, recon-
struct a particular chain of events.
Of course, audit data is only useful if you regularly review it. That's why Audit Trail enables you to create
detailed reports, which you can easily filter, sort and graph to identify trends and isolate behavior
patterns. These reports make your organization's business processes far more visible, helping you
further identify risk-and prevent problems before they occur.
Reduce the Time and Expense of Compliance
From Sarbanes-Oxley to HIPAA and the USA PATRIOT Act, the laws governing data protection and
preservation create compliance challenges for all organizations. Audit Trail helps you meet these
challenges by automating the monitoring and reporting processes and expediting preparation for
formal audits.
Using Audit Trail, you can quickly produce a report listing all the actions taken on a particular document
or record, demonstrating that it has not been subject to unauthorized access, alteration or release. In
fact, you can easily produce reports containing almost any information an administrator or auditor
requires, without having to perform tedious searches or laboriously reconstruct the chain of custody for
• a particular document or record.
i
Minimize the Burden on Your IT Department
Like other Laserfiche modules, Audit Trail is easy to both install and maintain. As part of the implementa-
tion process, you simply select the event types you want to track for each of your users and groups. The •
system then writes tracking data to a binary file, which (based on your settings) automatically rolls over,
either at a regular time interval or when it has reached a certain file size.
Using an intuitive, Web-based interface, you can easily run reports on both current and archived audit
data. To minimize load on the Laserfiche Server'", the system loads tracking data into its own Microsoft®
SOL Server'", Microsoft SOL Server Express'" or Oracle' database, which the reporting interface then
queries. As a result, you can run reports on archived data without creating an additional connection to the
Laserfiche Server-and without affecting system performance.
Because you can access the reporting interface through a standard Web browser [either Microsoft Inter-
net Explorer' 6.0 and higher or MozillaO Firefoxe 2.x), you don't need to perform a client installation to run
reports. This accessibility enables authorized administrators and managers to create and review audit
reports using nearly any workstation, freeing IT personnel to focus on other tasks. Also, because you
assign reporting rights directly to Windows® trustees, managing audit-related security does not create
additional work for IT.
Laserfiche Audit Trail 8
Because organizations have diverse business needs, we've created three versions of Audit Trail.
The tracks basic events in the repository that involve accessing, modifying or
exporting data. Basic events include:
• Login and logout. •
• Creating, editing, printing or deleting documents.
• Creating, editing or deleting templates, fields and annotations.
• Adding security tags.
• Exporting documents, volumes or briefcases.
• Sending documents to the Recycle Bin.
The builds on the Starter Edition by tracking additional events:
• Granting or revoking login rights for Windows accounts.
• Adding or removing users from Laserfiche groups.
It can also record unsuccessful attempts to perform an action and gives you more granular
control over which events are tracked for which users.
The meets the needs of organizations in the most highly regulated industries.
It includes all the functionality of the other two editions, and tracks the following events as well:
• Modifications to access rights.
• Modifications to repository-wide settings.
• The creation, modification or deletion of users and groups.
• Password changes.
It can also track all the searches users perform, require users to enter reasons for performing
specific actions, and automatically add watermarks to printed or exported documents. 0
• Integrate Your Document Repository With Other Applications
• Automate Work Processes and Eliminate Redundancy
• Rapidly Develop Solutions to Complex Business Problems
• Increase Productivity While Reducing Overhead Costs
In today's competitive global environment, it's critical that you maximize the value of your IT
investments. That's why we designed the Laserfiche' platform with interoperability so firmly in mind.
By integrating your Laserfiche document and records management system with your other line-of-
business applications, you can streamline work processes, reduce IT complexity and automate
resource-intensive tasks.
To promote rapid integration, we've built Laserfiche with a highly flexible application programming
interface 1AP11. This API uses the Component Object Model (COM) to interface with third-party systems,
which means that Websites, scripts, Windows' applications or anything else that is compatible with
COM libraries can easily communicate with the Laserfiche Client and Server.
The Integrator's ToolkitT" contains commands and documentation that will help you use the Laserfiche
API most effectively. In the Toolkit, you'll find instructions that help you integrate Laserfiche with third-
party applications, customize system functionality and automate Laserfiche-related tasks. Additionally,
you'll find a wealth of sample code, written in both C# and Visual Basic® .NET, designed to help you
tailor your Laserfiche system to your organization's specific business needs.
To promote fast distribution, the Toolkit also includes pre-built merge modules. You can use these
modules to create installation packages that contain both your custom code and the relevant Toolkit
components.
Automate Business Processes
Laserfiche Server Objects (LFSO) is the component of the API that enables third-party applications to
communicate with the Laserfiche Server. Because each type of data in the Laserfiche repository
corresponds to a particular server object, you can use LFSO to automate a variety of functions, from
creating folders to running security reports to populating template fields.
For example, many municipal attorneys' offices use specialized legal software to manage their case
docket, and store the documents, e-mail messages and other items associated with each case in
Laserfiche. Using the Toolkit, IT personnel can integrate the two systems so that, when staff create a
case in the legal application, a corresponding folder is created in the Laserfiche repository. Such
automation saves staff time, eliminates data entry errors, and reduces overhead and administrative
• costs.
a •
0 0
Create Custom Applications
The API's DocumentProcessor library complements LFSO by providing third-party applications with •
access to functionality associated with the Laserfiche Client. You can use DocumentProcessor objects
to perform a variety of import and export actions, process documents using OCR, and extract text .
from electronic documents.
For example, you might use Document Processor (in combination with LFSO) to create an application
that automatically evaluates each document in your repository and performs OCR on any document
that needs it. By running this application on a regular basis, you can ensure that your repository's
index file remains up to date. This helps users to quickly find the information they need, without
having to perform multiple searches or sift through a large number of search results.
Add Value to Current Systems
The Toolkit's Image-Enable component allows third-party applications to manipulate the Laserfiche
Client. Using this component, you can bring digital document and records management
functionality-including search and retrieval, versioning, check-in/check-out, metadata- and
security-into your organization's other line-of-business applications.
Many organizations, for example, rely on a geographic information system [GIS) to store and manage
spatial data. Using the Toolkit and the GIS application's API, you can image-enable your GIS software
so that users can access Laserfiche documents simply by clicking a location on a map. Providing
users with instant access to information from within their primary application helps them work more
productively and make better-informed decisions. It also minimizes the need for additional training,
given that users retrieve and work with documents using the same application they use every day.
Collaborate With Other IT Professionals
On the Laserfiche Support Site, you'll have 24/7 access to two key resources that help you maximize
the value of your Toolkit investment: the Toolkit Forum and the Laserfiche Code Library'.
The Toolkit Forum enables you to engage in discussions with other application developers and with
Laserfiche staff. You can ask questions, share best practices and learn about new ways of using the
Laserfiche API.
The Code Library contains a variety of integrations and custom applications-the majority of which
were created by Laserfiche Development staff-that you can download and implement at your own
organization. You can also post comments and ask questions about items in the library, as well as
contribute code of your own.
By promoting active collaboration among the members of the Laserfiche community, we aim to help
you optimize your organization's information management infrastructure-without creating an addi-
tional burden for your IT department.
0
• f.
Laserfiche" Quick Fields' automatically captures Learn More Inside-....
vour critical information from paper and electronic
documents and organizes it for fast retrieval. Quick ► Make Information Available Faster
Fields transforms data capture from a costly and
► Optimize the Use.of Infrastructure
labor-intensive operation into an efficient process.
Quick Fields collects precise pieces of information Adapt Quickly to Increase Return on
from the masses of unstructured data flowing into
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Investment
your organization, Improving the speed and accura-
cy of data capture, Quick Fields gives authorized ► Share Information between HOdgt~arteit-
staff instant access to the information they need to and Brand Offices
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work effectively. `1,~
Make Information Available Faster
Quick Fields automatically organizes the heavy vol-
umes of business information locked away in paper
forms, faxes, electronic databases and numerous soft-
ware applications-including legacy systems. Once
Quick Fields captures and prepares data for retrieval,
it can be instantly shared with decision makers and
authorized staff across your organization.
Quick Fields accelerates the flow of useful informa-
tion into business operations, reducing or eliminating
the need for manual data entry, which is labor-intensive
and error-prone. Eliminating these repetitive, manual
tasks empowers staff to use their time more effectively.
Optimize the Use of Infrastructure
Quick Fields conserves TT and other business
resources with a module that enables you to schedu(I
unattended processing sessions 24-7. Running Quick
Fields sessions without operator intervention helps
you reduce labor and infrastructure costs by allowing
you to conduct high-volume processing at times when
staff are away from work and bandwidth and software
licenses are not in demand.
pt Quickly to Increase Return
on Investment
Growth, competitive pressures and changing regula-
tory mandates require you to adjust the information
you capture and process during daily operations.
Quick Fields allows documents already in the
Laserfiche repository to be reprocessed in order to cap-
ture new data and update index information.
Reprocessing capabilities maximize the value of your
Laserfiche system by adapting to evolving business
environments.
Share Information between
Headquarters and Branch Offices
Quick Fields allows you to improve collaboration
among field offices, automatically synchronize dis-
ited document archives and capture information
Ike point of contact with customers. You can-coor-
dinate high-volume forms processing and distributed
capture throughout your organization, whether it is
taking place down the hall or across multiple depart-
ments and branch offices around the world.
lexible Capture Options.
k Fields accommodates Your. infrastructure
preferred business procedures 'by captiu-ii10
ments from a variety of sources,.includ:ing'
• Scanners and multifunction peripherals
using ISIS and TWALV drivers
• Kofax"a hardware or'software
• Laserfiche repositories
• The Windows" file system
• Digital cameras
Quick Fields data extraction modules automaCicall i
collect information from paper formms, eler:tronic docu-4
ments and databases. Quick Fields collects ttze precise
data you need--such as zip codes, bank acrount RELM
bers and invoice numbers-and then compares it to
information in other application databases to.ti~etify its
accuracy and ensure that it is correctly formatted. In
addition, data extraction tools can drag informa_ .
tion from other databases to attomatically fill in
index fields. Data extraction tools automate these
processes to reduce the amount of staff time spent
transferring information between applications and
integrating it into your business processes.
• Improve the integrity of newly captured informa-
tion by matching it against data from CRh-1 and
other software applications for instant validation
and data sharing.
• Process documents quickly by automatically
extracting data from bar codes, checks and
customizable areas of forms and documents.
• Capture text from relevant boxes on invoices,
tax forms and slip sheets.
• Use form data to create document names,
populate index fields and determine where
documents will be stored in the repository.
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Bar Code
Bar Code reads a variety of industry-
standard bar codes (including Code
39, Code 128 and EAN 13 and 8)
horizontally or vertically.
Zone OCR
Zone OCR automatically extracts text
from specific form areas for rapid data
capture and index field population.
Real-Time Lookup
Real-Time Lookup populates template
fields and validates metadata by
retrieving data stored in client
databases and other applications.
Pattern Matching
Pattern Matching uses regular expressions
to separate extracted data, such as zip
codes, from larger blocks of text captured
by Zone OCR and verifies that it is
correctly formatted.
Check Scanning
Cheek Scanning captures images of checks
Q with supported Digital Check Corporation
(DCC) scanners, providing image
enhancements, automated check sorting
and endorsing capabilities and data
capture from MICR recognition.
I] d I
Quick Fields forms processing modules automatically
identify and sort foams, customize information capture
for specific fortes and optimize the qualitV of scannee,
images. Forms processing tools eliminate manual
sorting, -which is time-consuming a_nd unreliable, and
enhance the accuracy of information capture :from
images-minimizing the need to rescan or reprocess
documents.
In addition, Quick Fields prevents. costly errors and
operational bottlenecks in high-volame processing
environments, improving data integriry ivlzile reduc-
ing'vour forms-handling costs. Forms processing tootls
increase your operating speed and effectilleDess b1i
capturing and indexing data-zip codes,` account
numbers and client names-from larti e batches of
unsorted customer forms and supporting documents
• Reduce errors by automatically correcting the
alignment of documents that are skei ed during
the scanning process' s , bTs,~
• Increase the volume and accuralav of
forms processing operations.
7
Instantly verify whether forms have been signed
using Optical Mark Recognition (OMR)
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DATE:
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Form Identification
Form Identification automati-
Form A cally recognizes the form or
document based on its overall
structure, even in the absence
of bar codes, form data or other
distinguishing information.
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PROJECT NAME: Office Safety Initiative
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IL Property Owner Information
COMPANY: TRS Management CONTACT: Jane Meyer PHONE: 562 986 4585
ADDRESS: 4545 Center HMIs Road CITY: Rose Off STATE: CA ZIP: 9DO07
STATE LTC A4769298 CLASS: 9999 EXP DATE 06:30!'006
CITY BUSINESS UC s: A7462384 EXP. DATE: 0613DI2006
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TYPE OF PLAN: DESCRIPTION OF WORK:
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Processed Form
Document Classification
Document Classification eliminates the
need for sorting prior to forms processing by
recognizing multiple types of forms in a
single session. Forms can be classified using
bar codes, template field data, Form
Identification and a variety of other methods.
Form Registration
10 • Form Registration automatically
• repositions the document to
match a master form, correcting
for scanning errors and improv-
ing data extraction.
Form Extractor
/2 Form Extractor removes form
outlines, isolating data for
0 6/ 3 0/ 2 more accurate capture.
Optical Mark Recognition
OMR detects marks on surveys,
tests and ballots. For example,
ONIR can determine whether
check boxes have been filled in.
Laserfiche Capture Engine pulls documents from a
Laserfiche repository for reprocessing, complete with
template field data and annotations. For example, the
Capture Engine can replicate documents scanned at
branch offices so they instantly appear in a central
repository.
Universal Capture transfers files from network direc-
tories, enabling import from fax servers and multi-
function peripherals. It supports X-ray, large-format
and other specialized scanners.
Photo Capture directly imports photographs of docu-
ments from digital cameras, preparing documents for
OCR without requiring staff to scan them. JPEG
images are converted to the TIFF format after capture
for long-term accessibility, and file sizes can be
reduced for convenient e-mail distribution.
Scheduled Release automatically transfers processed
documents to the Laserfiche repository at scheduled
times to conserve network bandwidth.
Zoom Fields zeros in on particular form areas to
increase operator key-from-image speed.
Image Enhancements automatically clean up scanned
documents for improved OCR results. Tools include
border padding and removal, line removal, color
smoothing, photo correction and dynamic threshold-
ing. An array of tools also crops, deskews, despeckles,
inverts, resizes, rotates and smoothes images to
enhance data accuracy.
Page Removal eliminates blank pages or cover sheets
based on page number and other sorting criteria when
scanning double-sided paper or faxes with cover sheets.
Full Text OCR reads text from document images to
enable full-text searches.
•
0
•
ScanConned
Capture Lasertiche
Image
Capture
niversal Engine Annotation
Capture
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Photo
Capture Aw~
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sin ~i
9 core Image a Extraction zone'
Bar. Code
Enhancements
tractor OHR
a
Industry Solutions
Health Care
Proces
Streamlining admissions, Quick Fields captures all
patient documents-including forms, insurance cards
and identification-extracts index field data and auto-
matically generates patient folders. With Quick Fields,
healthcare organizations convert paper charts into
electronic documents, reducing records storage costs,
smoothing the transition to electronic medical records
and improving patient care by providing authorized
users with rapid access to information. Medical billing
offices use Quick Fields to automate the identifica-
tion, sorting and processing of encounter or charge
forms, EOBs and other patient documentation. Quick
Fields minimizes manual data-keying and related
errors by automatically extracting relevant data for
claims coding, billing and processing.
Financial Services
•
•
Quick Fields captures paper and electronic docu-
ments-ranging from new account forms and client files
to signature cards and loan documents or working
papers and tax forms-and imports them into the corpo-
rate repository for processing, suitability approval, loan
officer review, auditing or examination. Depending on
infrastructure and business needs, organizations per-
form central forms processing or distribute processing to
branch offices or field representatives. Quick Fields pro-
vides flexible capture options to help financial services
institutions and accounting firms accelerate information
sharing, improve workflow and promote more profitable
operations.
Government
Government offices use Quick Fields to capture and
organize information from paper or electronic forms,
along with identification cards and other supporting
documents. Offices rapidly process application forms,
property documents and public records, ensuring rapid
staff access to information while relieving paper-related
labor and storage costs. In law enforcement, for example,
Quick Fields generates case folders from the CAD/RMS
and populates index fields for case documents-includ-
ing lab reports, sketches, audio and video-to enable
instant retrieval for investigators and other authorized
personnel.
I~■1~
9
About Laserfiche
Laserfiche Product Suite
Laserfiche Document Management Platform
These core products help you organize, protect
and retrieve information.
Laserfiche United"m and Laserfiche Team T?A
Laserfiche Records Management Edition'''
Laserfiche Web Access"M
Document and Information Capture
These tools bring paper and electronic documents
into your digital system.
Laserfiche Quick Fields-
Laserfiche Import AgentT',,
Laserfiche Snapshot-
Document Distribution
provide secure, efficient document access
to users across the office and around the world.
Laserfiche WebLinkTm
Laserfiche PlusT"'
Laserfiche E-mail Plug-in-
Business Process Management
Streamline document-centered processes
and track activity for regulatory compliance.
Laserfiche Workflow Suite"
Laserfiche Agenda Managerrm
Laserfiche Audit Trail'"M
Integration and Customization
Tools and packaged solutions facilitate image enabling
and back-end integrations.
Laserfiche Integrator's ToolkitT,
Integration ExpressT"'
Integration Express-GISTM
Integration Express-HTET"l
Software Assurance
Manage change and protect your investment.
Laserfiche Software Assurance Plans (LSAP'")
•
•
The complexity of preparing a formal agenda often
rivals the importance of the document itself.
Laserfiche" Agenda Manager' and Agenda
Processor' simplify every aspect of the agenda
creation process, from the submission of proposed
agenda items to the publication of the final agenda
packet. These easily-implemented, Web-based
solutions ensure faster, smarter agenda manage-
ment processes without requiring users to change
the way they work.
Run Smarter®
Learn More Inside
► Reclaim the agenda preparer's
productive time.
► Simplify the item submission process.
► Streamline the item approval process.
► Retain the appearance of your current
► Get started quickly for fast results.
Laserfiche Agenda Manager is an enter-
prise-wide solution that streamlines agenda
creation, publication and distribution
processes for multiple meetings across your
organization. Laserfiche Agenda Processor,
a starter version of Agenda Manager, simpli-
fies agenda creation, publication and distri-
bution for your organization's single most
important meeting. If you implement Agenda
Processor, you can later easily upgrade to
Agenda Manager to take advantage of agenda
automation organization-wide.
Simplify the Item Submission
Process
Laserfiche agenda management solutions allow users to
submit proposed agenda items electronically. As part of
the submission process, users enter a description of the
item and select the section of the agenda in which the
item should appear. Users can also attach files, such as
staff reports, to the item that can then be incorporated
into the final agenda packet. They can select these files
from their desktop, a network drive or the Laserfiche
repository; they can also utilize these tools' scanning
component to create electronic versions of paper docu-
ments on the fly.
These agenda management systems also maintain a
detailed history that lists each action taken on an item.
Because users can easily access this information, they
no longer need to ask the preparer for updates regard-
ing their item's status.
► Submit detailed information about proposed
agenda items electronically.
• ► Attach supporting documentation to items for
inclusion in the final agenda packet.
► Track individual agenda items in real time and
view information about each action taken on an
item.
Retain the Appearance of Your
Current Agendas
Laserfiche agenda management tools utilize a
Microsoft' Word"rhlplug-in, which enables the preparer
to produce an agenda whose style and structure are
familiar to the meeting's attendees. The preparer can
then easily publish the agenda, along with the
supplemental documentation, as a bookmarked,
searchable PDF file that can be printed, distributed
electronically or posted online. To facilitate distribu-
tion via e-mail, the agenda packet is also published
as a ZIP file.
When the agenda packet is posted online, it is auto-
matically broken into individual files so that users
can access the agenda without having to download
all of the accompanying documentation as well.
Users can, however, access each of these files indi-
vidually if necessary.
► Use standard word-processing tools to create an
agenda whose appearance is familiar to the
meeting's attendees.
► Publish the final agenda packet as easily-dis-
tributed PDF and ZIP files, at the touch of a
button.
► Ensure that attendees can quickly download the
agenda and access supporting documentation.
Encourage Timely Participation in
the Agenda Process
Lraserfiche agenda ianagement tools provide
an easy-to-use interface for submitting and
oppraring items, and for assembling the final `
agenda }Jacket.
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TARGET DATE 120,14a005
PRESENTATION OF INSTITUTE OF CERTIFIED PLANNERS 1A... Apptow 0 R.00
Laserfiche agenda management solutions are
designed for quick installation and deployment.
Because they integrate seamlessly with Microsoft"
Internet ExplorerTM' , v. 5.0 and later, they require no
workstation installation for most users. They also
require minimal support from your organization's IT
department.
Furthermore, these tools' ease-of-use and intuitive
design eliminate the need for extensive training and
ensure that users get up to speed quickly.
► Encourage fast user acceptance by providing
an easy-to-use agenda management solution.
► Minimize the burden on your IT department
by selecting a system that's easy to install and
maintain.
► Reduce operating expenses associated with
paper, photocopying and manual distribution.
COMMENTS
approving rrram.
NOTICE OF MEETING AGENDA
smnwvLLE CfTY COUNCIL
j MUNICIPAL CDUNCL CNAM BERS
' .M• i 100 N MAN STREET. CITY OF SWrWVMLE
WEDNESDAY. DECEMBER 14.2DOS .7'00 PAM.
CALL TO ORDER
PLEDGE OF ALLEGIANCE COIAJCLMEMBER MARY WLSDN
PROCLAMATIONS DR JAMES CARSON DAY
CaVENT COMMENTS: I., w r.. chwn+ ..h. I.... P'*-1-9- h f- tti eN tP rdr .M
a Nlow.d rc w on " o w Pvn p. rom.l - a n.L- u.b, Mtp.lpn. b, .
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approved items into n.
About Laserfic e
• Laserfiche Document Management Platform
Organize, protect and retrieve information.
Laserfiche UnitedTM and Laserfiche Team TM
Laserfiche Records Management EditionTM
Laserfiche Web AccessTM
Document and Information Capture
Bring paper and electronic documents into your
digital system.
Laserfiche Quick FieldsTM
Laserfiche Import AgentTM
Laserfiche Snapshot"'
Document Distribution
Provide secure, efficient document access
to users across the office and around the world.
Laserfiche WebLinkTM
Laserfiche PIusTM
Laserfiche E-mail Plug-InT"'
• Laserfiche COLDTM
Business Process Management
Streamline document-centered processes
and track activity for regulatory compliance.
Laserfiche Workflow SuiteTM
Laserfiche Agenda ManagerTM
Laserfiche Agenda Processor TM
Laserfiche Audit TrailTM
Integration and Customization
Integrate Laserfiche with third-party applications,
customize system functionality and automate
Laserfiche-related tasks.
Laserfiche Integrator's ToolkitTM
Integration ExpressTM
Integration Express-GISTM
Integration Express-HTETM
Software Assurance
Manage change and protect your investment.
Laserfiche Software Assurance Plans (LSAPTM)
•
3 S._ - "
•
Laserfiche'° Web Accessm is a Web browser-based
thin client offering virtually all of the document
management capabilities of the standard
Laserfiche interface. Web Access allows your IT
staff to roll out high-volume Laserfiche access
without increasing your organization's application
support burden. Authorized users organization-
wide enjoy simultaneous access to documents,
whether they are using the corporate intranet or
logging in from a branch office.
Learn More Inside
► Deploy instantly and simplify support.
► Find and manage documents with a Web-
browser interface.
► Enable distributed capture by scanning
documents over the Web.
1 Expand your current Laserfiche document
management capabilities.
R-r Sma `er"
•i
•
Find and Manage Documents with a
Web-Browser Interface
Enable Distributed Capture by
Scanning Documents over the Web
Web Access allows staff in remote offices to capture doc-
uments into the main document repository. Authorized
users scan, index and manage documents with Web
browsers just as easily as they would with the Laserfiche
thick client. Staff fully participate in business processes
from field offices, contributing scanned and electronic
forms for central processing or approval. Organizatic
reduce paper-handling costs and the expense of s).
ping, storing and manually processing documents.
► Locate labor-intensive processing operations
wherever it makes the most business sense.
► Implement large-scale central processing, or
distribute processing to remote offices.
► Capture documents closer to their point of origin
in customer interactions.
LstaUat on,.a aintenaace and
Laserfiche'' Web Access delivers real-world docum,
management via a familiar Web-browser interface. Staff
search, retrieve, create, move, rename and annotate doc-
uments as they would with the standard Laserfiche thick
client. Users view and edit index information, managing
document archives from within the Web browser.
Reduced shipping, photocopying and document
retrieval time extend throughout the organization imme-
diately with the deployment of Web Access.
► Encourage fast staff acceptance with familiar drag-
and-drop and right-click actions.
► Publish PDF files on demand.
Laserfiche• Web Access
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About Laserficle
• Laserfiche Document Management Platform
These core products help you organize, protect
and retrieve information.
Laserfiche UnitedT"' and Laserfiche TeamTM
Laserfiche Records Management EditionT"'
Laserfiche Web AccessTM
Document and Information Capture
These tools bring paper and electronic documents
into your digital system.
Laserfiche Quick FieldsT"'
Laserfiche Import AgentTM
Laserfiche SnapshotT."
Document Distribution
Provide secure, efficient document access
to users across the office and around the world.
Laserfiche WebLink'rm
Laserfiche P1usT'"
• Laserfiche E-mail Plug-InTM
Laserfiche COLD"rm
Business Process Management
Streamline document-centered processes
and track activity for regulatory compliance.
Laserfiche Workflow SuiteTM
Laserfiche Agenda ManagerTM
Laserfiche Audit T' ai1TM
Integration and Customization
Tools and packaged solutions facilitate image enabling
and back-end integrations.
Laserfiche Integrator's ToolkitTM
Integration ExpressTM
Integration Express-GISTM
Software Assurance
Manage change and protect your investment.
Laserfiche Software Assurance Plans (LSAPTM)
rI
Run Smarter"
Instantly Deployable, Dynamic Web Publishing to Help You:
► Improve document accessibility without increasing IT workload
► Maintain security while improving information availability
► Save staff time and resources by providing self-serve information access
•
R. n smar-terlR
•
Meet Information Demands with
Minimal Software Maintenance
and Support
Everyone expects instant answers. But how do you
expand document availability without overburden-
ing IT? How do you make documents available to
employees, clients or the public while protecting
your repository?
Laserfiche WebLink'"' is a secure Web-publishing
tool that distributes information while keeping it
safe. WebLink easily and securely delivers docu-
ments to the people who need them via intranet or
the Internet. One installation on your Web server
delivers easy rollout. WebLink is highly customiz-
able to provide document access that is consistent
with the look and feel of your Web site.
is
Deploy Rapidly, Integrate Easily
WebLink is designed to deploy instantly organization-
wide. A true thin-client, WebLink allows IT to roll
out wide access without creating an installation or
maintenance burden. WebLink also integrates seam-
lessly with existing Web applications to present a
consistent look and feel to staff and customers.
/ Install software only once on your Web server
for fast rollout.
► Access a library of ASP.NET Web controls for
drag-and-drop Web page customization.
► Non-technical staff benefit from dynamic Web
publishing without HTML coding.
► Integrate smoothly with applications, such as
GIS, CRM and others, to provide access to
supporting documentation.
The Right Tools for the Right Job
WebLink accommodates diverse needs to enable
your entire organization to work more effectively.
Users locate documents with a variety of search
options, including browsing folders and full-text
searches. An individually customizable interface
allows index information to be displayed in the
most efficient way for specific user needs.
/ Locate relevant documents easily with key
words displayed in lines of context.
/ Pinpoint information quickly within documents
through highlighted search terms.
/ Export images to PDF format for high-quality
printing and easy distribution.
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suleuiaa uolpeiIIaoJut anpisuaS ,iplanoas lanal paonn
leuoTplppE saago uoTpoepad •qaM aqp so iauextuT
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saaplo} goigm apioap saownsmimpE uiapsSS •spuj
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saasn spuanaad xuTZgaM 'faoplsodai aaoo aqp ioapoa
op pau4isa(I uotpsanb Ui aaAOU si kllxnoes daopisodag
Sluo uo aaennMos SuiutEIIITEua pue Builleisui alTgm Alian:)aS pue ssaJ3d a:)ueles
uolpeziud.io anoA ssoaoE ssaoau iuauinoop SoldaQ 4
slijaua8 lauealul
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'ssaooE uoTiEUUOJUI anaas-jlas ssolue ollgnd aqj 4
•ssaooe puauinoop
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About Laserficl
• Laserf iche Document Management Platform
These core products help you organize, protect
and retrieve information.
Laserfiche UnitedTM and Laserfiche TeamTM
Laserfiche Records Management EditionTM
Laserfiche Web AccessTM
Document and Information Capture
These tools bring paper and electronic documents
into your digital system.
Laserfiche Quick FieldsTM
Laserfiche Import AgentTM
Laserfiche SnapshotTM
Document Distribution
Provide secure, efficient document access
to users across the office and around the world.
Laserfiche WebLinkTM
Laserfiche P1usTM
• Laserfiche E-mail Plug-InTM
Laserfiche COLDTM
Business Process Management
Streamline document-centered processes
and track activity for regulatory compliance.
Laserfiche Workflow SuiteT"'
Laserfiche Agenda ManagerTM
Laserfiche Audit Trai1T11'
Integration and Customization
Tools and packaged solutions facilitate image
enabling and back-end integrations.
Laserfiche Integrator's ToolkitTM
Integration ExpressT"
Integration Express-GIST"'
Software Assurance
Manage change and protect your investment.
Laserfiche Software Assurance Plans (LSAPTM)
•
Run Smarter
0
• Run Smarte S"
Import AgentTM
Increase Document Accessibility through Automated Document Import •
► Add value to your MFP
► Autopopulate index card template fields
► Increase document accessibility
► Automate document importing
Add Value to Devices Such as Digital Copiers,
Multifunction Printers and Fax Servers
Laserfiche Import Agent provides effortless document
importing and management within a Laserfiche
repository. Businesses constantly generate documents
that must be readily accessible. These documents
come from a variety of sources, such as multifunction
peripherals (MFPs), which include devices
performing any combination of printing, faxing,
scanning and copying. Without the Import Agent, the
risk of misfiling documents and creating incorrect
index cards exists. Documents are more difficult to
find as a result. Laserfiche Import Agent maximizes
document accessibility by automating document
importing and document.management within the
Laserfiche repository.
Laserfiche Import Agent Know:
► Where to look for documents
Laserfiche Import Agent looks for documents
wherever they are created and sends those documents
to a Laserfiche folder. The Laserfiche Import Agent
monitors single or multiple locations. For example, an
MFP captures documents and stores these documents
in a directory. Laserfiche Import Agent automatically
looks for specified documents in that directory and
moves them to the Laserfiche repository.
► How to organize your documents
Configurable document filters in Laserfiche Import
Agent organize documents into folders based on
filename, document type, or a combination. For
example, the Import Agent provides the capability of
importing TIFF images from a network folder into the
Laserfiche repository. Moreover, the Import Agent
autopopulates the index card template fields for the
imported TIFF image.
► How to minimize network traffic
An automated schedule efficiently archives
documents in the Laserfiche repository. Schedules
represent the time during which the Laserfiche Import
Agent actively looks for documents in specific
directories thereby minimizing network traffic during
peak hours of the day. For example, a remote office
in a wide area network (WAN) would configure a
schedule to send captured documents over the WAN
to the Laserfiche repository at the main office during
off-peak hours. Scheduling document transmittal in
this manner conserves network bandwidth.
Laserfiche Import Agent Highlights
► Automatically import documents into a Laserfiche
repository. is
► Schedules allow documents to be imported during
off-peak hours.
► Emulate any filing schema already established for
your paper documents.
► Apply user-defined index card templates to
documents automatically.
► Autopopulate fields in index card templates.
► Create unique names for documents automatically.
► Eliminate misfiled documents.
► Archive documents within the digital Laserfiche
repository for long-term preservation.
► Automatically create a destination folder if it does
not already exist.
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All other trademarks are properties of their
Center
Inc
e-mail: infordlaserfiche.com
•
.
.
respective companies. Due to continuing product development.
toll free: 800-985-8533 product specifications and capabilities are subject to change '
tel: 562-988-1688 without notice. Printed in the USA. Item no. 7608.
•
Laserfiche
a
n
Software Assurance PlanTM
Manage Change Safely and Effectively
Ensure constant productivity
Maintain regulatory compliance
Maximize Benefits, Minimize Risks
Laserfiche document management provides long-term
digital archival and retrieval solutions to more than
21,000 clients worldwide. In an isolated environment
free from technological change and unpredictable
external forces, your Laserfiche solution would serve
your organization indefinitely without additional
maintenance and support. In the real-world
workplace, however, change is a necessary part of
doing business.
Many factors force change upon organizations for
which Laserfiche is a mission-critical application. An
increasing volume of documents strains the sorting
and indexing capacity of your current system. System
• additions, such as more powerful servers, more
memory and faster scanners, introduce unforeseen
problems. Evolving operating systems demand
frequent updates. Even in relatively static
environments, simple wear and tear can cause
devasting data corruption and loss.
The ideal approach is to manage change, maximizing
potential benefits while minimizing the risks. When
you subscribe to the Laserfiche Software Assurance
Plan (LSAP), your authorized Laserfiche reseller can
help you reach that goal.
•
Protect your initial investment
Maximize peace of mind
LSAP Highlights
► Obtain 100% upgrade credit for existing software.
► Hotline support through your authorized
Laserfiche reseller solves problems promptly.
► Free soft ware updates maintain maximum
performance.
► Feature enhancements deliver increased
produtivihl.
► Benefit from 24-hour FTP access to drivers &
update files.
► Government agencies maintain eye-readability
compliance.
► Maintain maximum uptime to support
compliance initiatives.
► Stay current on the latest developments with
monthly newsletters and tech updates.
► Preventive maintenance with optional on-site
support from your authorized Laserfiche reseller.
Protect Your Investment
Expert technical service is just the beginning.
Comprebensive software assurance helps preserve
your investment in business-essential applications by
delivering periodic updates that extend the benefits
of the original purchase. Laserfiche updates provide
continual customer-driven enhancements, including
increased power and the addition of new real-world
features.
3545 Long Beach Btvd., Long Beach, CA 90207 e' 2obw rARlpUllt,t Maoagemem Centel. Inc All righre reserved Laserl,che is s
web- vdww laserfiche.com register" irademarF of Cornpulmk Management Center, Inc. All other
e-malt: tnlD21a5eritehe corri trademarks are properties of their respective cumparnes Due to continuing
lot[ free 800-925-6533 pmdun development product specifications and capabibUe!. are subject to
tel: 562-988-1666 change wtlhom notice item no 7202.
•
Laserfiche engineers also leverage advancements in
hardware and software to serve customer needs, not
only to stay at the technological forefront. but to
assure that your organization enjoys the most
efficient svstem available.
LSAP subscribers receive free 24-hour FTP access to
each new Laserfiche update. as welt as updated
drivers. Laserfiche routinely issues two to four new
updates per year. Funning the latest version of
Laserfiche guarantees the best possible performance.
Prompt Hotline Support Ensures Continuous
Productivitv
Mission-critical applications must. by definition. be
up and running at all tunes. The most effective way
to maxiniize system uptime is to have trained
technic:iams available to your authorized reseller
whenever thev're needed. LSAP provides guaranteed
hotline suppOrt to yrnir reseller from 6 a.m. to 6 p.m.
Pacific Time. Priority LSAP Guarantees a response
within four hours.
Work Smarter, Not Harder,
With the Latest Information
LSAP subscribers cnjov round-the-clock access to the
dedicated Laserfiche Support Situ. The Support Site
unites our global community with technical
resources. edlfLatinnat matr-rials and user events.
Among Support Site highlights are best practice
papers. trainin, videos and Webinars on the latest
Laserfiche solutions. The site also includes an open
forum For exchanging ideas and learning from the
collective experience of 21.000 fellow Laserfiche
users worldwide.
LSAP subscribers receive monthly newsletters and
technical bulletins to keep users and administrators
informed. including technical tips and stories about
how other users get the most out of their svstem. The
Laserfiche Web site contains additional support
information and answers to many frequently asked
questions.
0
Preventive Maintenance with On-Site Support
Plans
Additional on-site service and support plans may be
available from your authorized Laserfiche reseller to •
provide routine maintenance visits. Preventive
maintenance eliminates cumulative problems that
may go unnoticed by everyday users, but can result in
serious system downtime if left unattended over the
long term. Organizations with on-site support may
also arrange ongoing in-house training for current and
new staff.
Priority LSAP
► Hotline support through your authorized
Laserfiche reseller, who is guaranteed a
high-priority response from Laserfiche in under
four hours, usuallv within 45 minutes
► III new software updates
► User group meetings
► 24-hour FTP and WWW access
► Newsletters and technical bulletins
LSAP •
► Hotline support through your authorized
Laserfiche reseller, who is guaranteed a
response by the next business day
► All new software updates
► User group meetings
► 24-hour FTP and WWW access
► Newsletters and technical bulletins
Special Services
Contact your authorized reseller to discuss optional
special on-site services such as preventive
maintenance visits and training for staff and
administrators.
•
E-mail Plug-in TM
Efficient Document Distribution via E-mail
► Instant global document distribution
ti Immediate response to information requests
Accelerated Information Distribution
Speed and flexibility are the keys to efficient
information distribution within and beyond your
organization. E-mail is an essential element in
delivering critical documents to colleagues and
decision makers whose job is to use information, not
search for it. A complete document management
solution must provide efficient e-mail distribution to
help you meet the demands of the day.
The Laserfiche E-mail Plug-in
The E-mail Plug-in allows authorized users to send
archived documents across the office or around the
world quickly and easily. When a records request
arrives from a colleague in a remote office, for
example, the E-mail Plug-in, coupled with the speed
and precision of Laserfiche's Intelligent Search,
allows an instant response. Staff simply retrieve the
document from the repositoni, specify relevant pages
and send. Laserfiche security prevents unauthorized
users from distributing documents.
The E-mail Plug-in is instantly deployable. Designed
for ease of use, the E-mail Plug-in supports a variety of
popular formats. Recipients can view documents with
standard desktop accessories and need not be
Laserfiche users.
• 3545 Long Beach Blvd., Long Beach, CA 90807
Web: wvvw laserfiche.com
E-mail: infofdlaserfiche.com
ToU-free: 8DO-985-8533
Tel: 562-968-1688
-ter
► Support for standard e-malt applications
► Ability to automatically attach documents
to messages
E-mail Plug-in Highlights
► E-mail documents as searchable PDFs.
► Export documents in many formats, including
JPEG, BM R TIFF, PCX and CALS.
► Specify pages and/or page ranges to send.
► Preserve stamps and highlights in e-mailed
documents.
► Send documents with any 32-bit. MAPI-
compliant e-mail client. such as Microsoft
Outlook!' and Outlook Express Lotus Notes15
and Groupwise"5.5.
► Send documents to anyone with e-mail access;
the recipient's e-mail client does not need to be
MAP1 compliant.
About Laserfiche Solutions
The Laserfiche E-mail Plug-in is a distribution module
of the Laserfiche document management product
suite. Laserfiche solutions provide dependable digital
archival, fast retrieval and efficient distribution
solutions for over 21,000 public- and private-sector
organizations around the world. Contact your
authorized Laserfiche reseller for more information.
The Next Step
Please call (800) 985-8533 or e-mail
infoVaserfiche.com to request your free demo CD.
02005 Compulink Management Center, Inc. All rights reserved.
Laserfiche is a registered trademark of Compulink Management
Center, Inc. All other trademarks are properties of their respective
companies. Due to continuing product development, product
specifications and capabilities are subject to change without notice.
Item no. 7210.
SnapshotTM
•
Archive Your Electronic Documents with Ease
s, Create tong-term archival images of
electronic documents
► Store unalterable electronic documents to
satisfy regulatory requirements
> Store etectronic documents in a
non-proprietary format
Laserfiche Snapshot
Archival integrity. Future accessibility. Electronic
documents pose many long-term challenges.
Electronic documents are easily altered. malting it
difficult to track versions and maintain document
security. The software programs that create
documents, such as word processing and spreadsheet
applications, change significantly from version to
version, eventually becoming incompatible and
resulting in files that can no longer be accessed.
Laserficbe Snapshot resolves these problems by
converting electronic documents, such as Microsoft
ANordr and WordPerfectr. from their original format
into searchable, archival TIFF images. Laserficbe
security then prevents the images from being altered,
enabling compliance arith regulatory mandates.
Snapshot allomys you to view electronic documents
ivithout the soft-tware used to create them and to
extend the benefits of Laserfiche to all your
documents. Snapshot makes it possible to apply
annotations and redactions, perform full-text searches
and preserve electronic documents in a non-
proprietary format.
Snapshot Highlights
► Capture high-quality color, grayscale and
black-and-white archival images of electronic
documents for fast digital retrieval.
► Streamline filing processes by determining index
field values before documents are stored in the
repository.
3545 Long Beach Blvd., Long Beach, CA 90607
Web: www.[aser-fiche.com
E-mail: infofdlaserfiche.com
To[l-free: 800-985-8533
Tel: 562-988-1688
► Extract clean text for full-text searches
► Automate population of index field data for
common information such as date, time and
document name.
► Maintain long-term access with industry-
standard TIFF Group IA1 storage format.
► Eliminate unnecessary printing and scanning
steps from document capture processes.
► Make electronic documents full-text searchable.
► Easi]v roll out electronic document capture
capabilities to work groups and departments by
deployment as a network printer.
► Efficiently distribute electronic document
capture capabilities in a Windows Terminal
Services environment.
About Laserfiche Solutions
•
Laserfiche Snapshot is a capture module of the
Laserfiche document management solution suite.
Laserficbe solutions provide dependable digital
archival, fast retrieval and efficient distribution
solutions for over 21,000 public- and private-sector
organizations around the world. Contact your
authorized Laserfiche reseller for more information.
The Neat Step
Please call (800) 985-8533 or e-mail
infoClaserfiche.com to request your free demo CD.
(-c-)2005 Corr,pulmk Management Center. Inc. All rights reserve
Laserfiche is a registered trademark of Compulink Managemen
Center, Inc. All other trademarks are properties of their respective
companies. Due to continuing product development, product
specifications and capabilities are subject to change without notice.
Item no. 7213.
14
p"
Improve productivity, increase business intelligence
and realize benefits throughout your organization.
Organizations in all industries are seeking to integrate the flow
of information into their business, combining transactional data
and document management to enable better decision making,
promote collaboration and simplify complex work processes.
•
•
With the universal information support of Laserfiche 8" at the core of your
document management infrastructure, you benefit from a comprehensive
information management system that integrates both electronic and paper
documents, as well as legacy information and information from mission-
critical applications, into enterprise-wide business processes.
Learn More Inside:
► Manage information assets
throughout their life cycle.
► Align IT investments with your
enterprise information strategy.
► Accelerate shared business
processes.
► Capture, manage and archive
information in any format.
► Maximize efficiency, productivity
and profitability.
► Enhance enterprise-wide
collaboration.
`4
Al;
3
is
• An integrated strategy to deliver critical business information on-demand enhances
efficiency and enables a rapid response to changing conditions. With the Laserfiche 8
system, you drive innovation, improving service levels while lowering IT costs.
From business owners and records managers to users and IT personnel, you can:
► Eliminate inefficient work processes.
► Remove obstacles to sharing information.
► Empower your staff to use their time more efficiently.
► Manage and protect organizational archives reliably and securely.
Business Owners and Managers
Making sure your organization operates at peak
efficiency can often be a complicated undertaking.
Laserfiche 8"'is a unified solution designed to address
complex bus i ness requirements, based on over twenty
years of experience working with organizations to
solve their most complicated problems.
With Laserfiche 8. You can integrate legacy
systems, third party databases and information
from critical business applications with paper and
electronic documents. When you consider the lower
overhead resulting from centrally managing vour
organizational archives, the return on investment
and long-term savings are clear.
Stop vourstaff members from wasting time searching
for information instead of PLItting it to use, and
enable them to proactively identify opportunities,
instead of watching them pass bv. With instant
search and retrieval. an_v information you need is
right on your desktop. In addition. you simplify-
and reduce the costs of regulatory compliance with
a flexible platform that accommodates a variety of
record-keeping regulations. And with CD/DVD
backups, you simplify your business continuity
planning strategy as well.
Provide superior operational agility in even the most
complicated environments. Laserfiche 8 is up to the
task-which means you are. too.
IT Personnel
It is crucial that a document management solution
not create problems for IT. even as it solves them for
users. The Laserfiche 8 system provides the complete
solution you need to manage your enterprise
document management infrastructure, without
increasing IT budgets. support requirements or
workload.
The Laserfiche 8 product suite is easily deployed,
easily managed, easily customized and easily
integrated, with support for both Microsoft' and
Oracle "database platforms. Quick deployment means
that your solution is «p and running in days instead
of months. Scalability means that your solution can
grow as your organization does-Laserfiche® easily
accommodates both an increasing number of users
and high-volume repository growth.
With open architecture, the tools you need to
speed system integration and support for custom
application development, Laserfiche® fits smoothly
into your existing networked environment without a
major investment of programming time.
With the addition of Laserfiche to your enterprise
information management infrastructure, you provide
a complete document management solution while
reliably managing your processes and guaranteeing
security, without increasing IT workload.
0
Records Managers
Integrating records management into your daily
routine is often more complicated than you'd like it
to be. How do you encourage proper. standardized,
consistent filing procedures ivithout creating more
work for both you and your staff?
With the Records Management Edition'"'. you have the
peace of mind of a DoD 5015.2-certified solution and
the ease of a fully-integrated records management and
document management system. Transparent records
management tools mean that records management
no longer interferes with your line-of-business.
Take advantage of total life cycle management-run
reports detailing where records are in their life cycle
and which records are eligible for transfer. accession
or destruction. Additionally, all system activity is
logged. providing an audit trail that can be used to
prove adherence to the records management plan and
adherence to compliance regulations.
Take advantage of all the tools you need to design
and implement a file plan for the management of all
imaged, electronic and physical records. With the
strength of the Laserfiche 8 Records Management
Edition, your records program becomes a strategic
asset to your organization.
Users 0
Your staff may have the skills, but do they have the
tools that deliver information, simplify their repetitive
tasks and help them rise beyond daily demands to
greater heights of productivity and efficiency?
With Laserfiche 8, they do. Following familiar
Microsoft Windowse conventions, Laserfiche adapts
to existing procedures rather than requiring extensive
training, meaning that new users get up to speed
quickly.
With Laserfiche's Intelligent Search functionality,
full-text, index and other precision searches reduce
time lost on hardcopy file retrieval. Digital files make
it simple for your staff to share information and
work more effectively together. And with Workflow
functionality, you can simplify business processes to
help your staff spend time on productive activities,
instead of labor-intensive document handling
processes.
Give your staff the tools they need to make a strategic
impact on your organization. With the Laserfiche•
8 system, you enable your staff to use their skills
strategically and intelligently.
can rise above the competition.
Your current business processes have made you successful, but sometimes it's difficult to
look beyond your current work processes to de's how you can reach the next level
modular set of solutions enables
of success. The flexibility of the Laserfiche platform
you to create exactly the system to solve your organization's most critical problems. The
Laserfiche product suite is designed for interoperability, ensuring your needs are met without
compromising efficiency, security or technical workability.
With Laserfiche 8, you work the way you always have-but better. With powerful functionality,
that improves the efficiency of your existing processes, you get the all the benefits o f increased
productivity without the burden of learning a new way to work.
Capturing and Managing All Your Information
C7
To enhance business operations. your digital docu-
ment management solution must accommodate all
types of content. regardless of format. Laserfiche 8
archives scanned images, electronic documents.
e-mail messages, and digital audio and video files, all
from a single, easy-to-use interface. Quick Fields"batch processing technology speeds production-level
document processing, with modules for forms pro-
cessing and specialized capture hardware that meet
all your organization's document capture needs.
Bring files into your Laserfiche repository by
scanning paper documents. importing electronic
documents, or converting electronic documents into
unalterable images. With its trademark flexibility.
Laserfiche supports both distributed and centralized
capture models and enables your organization to
work with whatever capture methods fit your needs
best, fully integrating your document management
infrastructure into your organizational work
processes.
Laserfiche 8 Solutions: Ouick Field sT", Import Agent'", Snapshot 8T"
0
In a competitive environment, high performance isn't just a goal-it's an imperative. You
need innovative, usable tools that help you simplify daily tasks so that your organization
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•
•
Unifying Records Management
with Your Document
Management Platform
It's not easy being a records manager these days.
With a rapidly-changing regulatory environment,
organizations are looking to records management
solutions to manage information and ensure
compliance with regulatory demands, yet with
rapid changes in the technology sector, it's hard
to predict what applications and hardware will be
current five or ten years from now. However, the
need for improved records management means
that you can't wait to implement a solution.
A digital records solution reduces costs, improves
accountability and enhances security. Tight
integration with document imagingand information
management tools extends those benefits into
other business processes organization-wide. The
Department of Defense (DoD) 5015.3-certified
Records Management Edition provides integrated
records management tools that make it simple to
manage both documents and records from one
platform, without interfering with your line-of-
business. And storage in the non-proprietary TIFF
file format assures records managers that archived
information will be readable in the future,
regardless of technological changes.
The Laserfiche 8 system provides the fully-
integrated records management tools you need
to simply and reliably manage your information
assets. With all your information stored in one
central, secure repository, your documents never
need to leave-providing you the security you need
and the ease-of-use you're looking for. Leverage the
full force of a proven records management platform
combined with modular capture, distribution
and workflow tools to provide both complete life
cycle management and mission-critical records
functionality.
Laserfiche 8 Solutions: Records Management
Edition T11
Accelerating Shared Business
Processes
With your current procedures, information sharing
is difficult and limits how effectively your staff can
work. Electronic documents are often stored on
local hard drives, which makes access complicated.
Sharing paper documents usually entails
photocopying and sharing microfilm requires
conversion to paper. Retrieving information stored
in legacy systems is often complicated or costly.
Digital documents, however, can be viewed by
multiple employees simultaneously, whether they
are working in different departments or different
countries.
Laserfiche 8 offers a variety of options to assist
you in getting information to the pedple who
need it most, whether it's over the Web, through
your organization's intranet, on CD or DVD, or
by e-mail. With Laserfiche, you can publish your
documents to CD or DVD, which include built-in
viewers and search capabilities so documents can
be viewed and searched on any PC. With easy-to-
use Web publishing, you can publish documents to
the Web at the touch of a button, balancing access
with security and presenting a consistent face to
customers and the public with a customizable Web
interface that matches your main Website.
Laserfiche's innovative solutions improve
productivity, encourage information sharing and
enable more effective communication. Make it
simple for your staff to share information with
each other and with outside professionals, clients
or regulators-and reap the benefits of an informed
workforce.
Laserfiche 8 Solutions: WebLinkT", Web Access 8'",
PLusT", E-mail Plug-inrm
0
Balancing Access and
Security
Security is no longer simply a matter of creating
an impenetrable system that no one can break into.
While that deals with threats from outside your
organization, it doesn't manage misuse from within.
You need to create boundaries and track when
someone tries to step outside of their boundary.
And with the security controls of the Laserfiche
system, combined with the tracking and reporting
capabilities of Audit Trail 8, you have the tools
you need to both create and enforce boundaries for
everyone within your organization.
System security is an absolute necessity for any
document management system. A rigorous security
system should permit every authorized person to
perform required duties-whether from desktop,
laptop, the office, a remote location or over the
Web-without compromising the integrity of the
database, system or network. While security is
crucial, it can't be so restrictive that it limits users'
ability to perform required tasks.
Laserfiche's comprehensive security controls give
your system administrator the tools they need to
balance access and security with control over both
access rights and feature rights, as well as redaction
tools to protect confidential information within
files. Safeguard information with security measures
that extend from folders and files, right down to
individual words, and prevent unauthorized access
with access controls and audit trails that provide
round-the-clock vigilance over user actions.
Laserfiche 8 Solutions: Laserfiche United"",
Laserfiche Team", Records Management Edition,
Audit Trail 8
Ensuring Compliance with •
Regulations
Increasingly-strict regulations continue to drive
up record storage costs and impose time-sensitive
retrieval burdens. Laserfiche 8 provides the tools
you need to comply with the crucial regulations
that impact your business while simultaneously
reducing compliance costs. Ensure proper records
retention with a flexible technology platform that
accommodates SEC. FINRA, Sarbanes-Oxley_, HIPAA
and other rules. Comprehensive security controls
leave you in control, no matter how demanding
your regulatory environment.
Laserfiche also gives you the tools you need to
simplify disaster recovery and business continuity
planning. In the case of natural disastet, network
outage or other event beyond your control, CD and
DVD backups allow you to quickly reconstruct your
archives. Built-in viewers and search capabilities
allow immediate document access from any PC
with a CD or DVD drive, even if the network remains
offline for an extended period-allowing you to
shorten recovery time, provide fast information
access and get back to business.
To be truly valuable as a compliance too], technology
must be flexible and secure enough to support the
complex record-keeping procedures required in
a multi-regulatory environment. The Laserfiche 8
system gives you the technology you need to support
compliance throughout your organization.
Laserfiche 8 Solutions: Records Management
Edition, Plus, Audit Trail 8
0
C
•
Integrating Document Management With Your Enterprise
Infrastructure
To truly maximize the value of your Laserfiche
system, it must be a seamless extension of your
existing enterprise applications. Integration with
business-critical applications is the key to enabling
streamlined and collaborative processes to access
information enterprise-wide.
Laserfiche 8's packaged integration tools make it
simple to facilitate image enabling and back-end
integrations, while minimizing the burden on your
IT staff. Quickl-v and cost-effectively develop custom
imaging applications tailored to your business needs
with the Integrator's Toolkit", which provides all
the necessary commands and documentation-
including sample code-to integrate Laserfiche
with third-party applications, customize system
functionality and automate Laserfiche-related tasks.
The Laserfiche Code Librarv" provides a central
location for the Laserfiche community-Laserfiche
staff, users and technical experts-to share sample
applications and supplemental information that
help users create their own Toolkit applications and
other customized content.
With Laserfiche 8, you have the tools you need to
make sure your system fits seamlessly into both
your existing IT infrastructure and your way of
doing business.
Laserfiche 8 Solutions: Integrator's ToolkitT", Code LibraryTM
The Laserfiche 8 Platform: Powerful Functionality to Fit Your Needs
9 Flexible, customizable storage solutions
Rf Comprehensive search functionality
Easy-to-manage metadata
C Enhanced annotation features
56 Rapidly deployable browser-based solutions
Yf Tight integration with Microsoft" Office`' applications
•
[il Automated scanning and importing
[I Powerful workflow functionality
5~ Superior security features
[1 Universal information support
d Uniform access to data
For over twenty years, Laserfiche solutions have helped organizations worldwide increase •
productivity by streamlining tedious work processes and enabling more efficient information
sharing. The modular, flexible tools of the Laserfiche system are developed to work together,
reducing administrative overhead and training costs and accelerating user adoption with a
familiar interface and the flexibility to fit the way you work.
The Laserfiche 8 environment was developed strategically to enhance processes enterprise-
wide, but can be deployed tactically, enabling customized, scalable solutions that work with
pilot programs, specific departmental needs or budgetary restrictions. You may start small,
but once you realize the benefits of information integration, you can easily expand your doc-
ument management infrastructure to multiple departments or locations with both desktop
and Web-based solutions.
Benefit from the enterprise-quality document management platform that fits your unique
needs. Laserfiche 8 is the flexible, powerful solution that will take your organization to the
next level.
Flexible Storage to Fit Your Organization
► Duplicate your existing filing system with an easily-learned, hierarchical filing structure •
made up of nested directories.
► Copy folders from one directory to another. speeding the duplication of commonly-used filing
structures.
► Benefit from page-on-demand technology that stores scanned image tiles as single-page
TIFFS-downloading only the pages actually viewed, rather than entire documents
-to conserve network resources.
► Maintain specific control over the storage location of images and other large content files.
► Limit storage monitoring and archival maintenance with flexible. dynamic volumes that
are automatically generated based on size limits you specify.
► Allow users to restore their own accidentally deleted documents or folders from a
Recycle Bin"before scheduled permanent deletion from storage.
Highly-Scalable Browser-Based Solutions for Access and Distribution
► Rapidly deploy a browser-based thin client solution across your entire organization.
► Enable online access to vour document repository for emplovees. clients or constituents.
without complicated programming.
► Benefit from enhanced viewing capabilities with a faster z )onl apoed and improved
panning tools.
► Make searching more fluid and automatic with fully-integrated text extraction from all
documents in your repository-such as imaged documents, electronic documents including
Adobe" PDF and Microsoft Office"' documents, and other binary files.
► Benefit from a multitude of powerful search methodologies. including full-text, metadata,
annotation or folder/file tree search.
► Use bolded lines of context to find exactly the information you're looking for, without
searching through pages of a single document or opening multiple documents.
► Search through spelling variations or misread OCR text with "fuzzy logic" tools.
► Save and load common searches.
► Copy text, pages or even entire documents from the Search Results pane.
► Speed searching through the repository with a "quick search" button from your toolbar.
Enhanced Annotation Features
► Add drawings, handwritten notes or signatures to your documents xvith freehand pencil
annotation tools.
► Apply full-color images to documents with image annotations.
► Use textbox and sticky note annotations to add text to scanned images.
► Link electronic documents to information on the scanned image with attachment annotations.
► Store personal stamps on the server. enabling access for users even if they are logging in from
a different client or over the Web.
► Utilize sticky note history to view past revisions, track time and date of previous modifications
and review previous modifiers.
► Flag individual annotations as "protected," preventing modification or deletion by anyone but
the user who created the annotation.
► Secure information with private annotations, which are only visible to the person who
created them.
► Rely on blackout and whiteout redactions to protect secure information from unauthorized
viewers, encrypting both the image and associated text.
0 Comprehensive Search Functionality
► File electronic documents directly from Microsoft Office applications with a "Send to Laserfiche" feature.
► Save and open documents in your Laserfiche repository from Microsoft Office applications.
► Browse your Laserfiche repository from Windows Explorer, saving or opening files exactly like on
your desktop.
► Send a-mails directly to the Laserfiche repository from Microsoft Outlook'.
► Auto-populate metadata for imported Microsoft Outlook e-mails.
► Archive electronic documents as TIFF images directly from Microsoft and other third-party
applications with the Snapshot 8"' plug-in.
► Add shortcuts to launch popular Microsoft applications directly from the Laserfiche
Client"' interface.
Automated Scanning and Importing with Quick Fields and
Import Agent
► Increase the volume and accuracy of forms-processing operations.
► Scan and import both paper and electronic documents during off-peak hours with automation
and scheduling features.
► Instantly verify that forms have been signed using Optical Mark Recognition (OMR).
► Improve the integrity of newly-captured information by matching it against data from CRM and
other software applications for instant validation and data sharing.
► Process documents quickly by automatically extracting data from bar codes, checks and
customizable areas of forms and documents.
► Capture text from relevant boxes on invoices, tax forms and slip sheets.
► Use form data to create document names, populate template fields and determine where
documents will be stored in the repository.
Easy-to-Manage Metadata
► Assign a single field definition to multiple templates.
► Apply individual fields specifically to a document, regardless of template.
► Use new field types-binary, time and number. which supports both fixed integer and decimal
values-to index your information more accurately.
► Store multiple values in a single field and search on any value independently with multi-value
fields.
► Make categorization easy with customizable drop-down menus.
► Secure templates-both the definitions and the values assigned to entries-to eliminate tampering.
Tight Integration with Microsoft Office Applications 0
► Design simple or complex workflow routing rules on a graphical canvas, choosing from a broad
palette of workflow actions.
► Maintain integrity of documents routed by Workflow, given that they never leave the repository.
► Assign field values or annotations and change security access to repository documents from
a workflow.
► Specify search criteria for locating a repository document that should be processed by a workflow.
► Specify routing to groups, task and notification escalation, serial or parallel routing, and
conditional loops.
► Use Windows Workflow Foundation'" activities to extend Workflow functionality to all
line-of-business applications.
► Benefit from the Laserfiche community's shared workfloiv rules and custom actions, available
for download from the Code Library.
Superior Security Features
► Assign access directly to Windows groups. defining rights by user, group or both.
• ► Specify depth of access in the file tree-for example, to a general folder, but not to its subfolders.
► Secure repository content by folder or volume and restrict access to metadata or annotations.
► Define and restrict access to records with security tags.
► Audit all interactions with the document repository or specify events to be recorded per group or user.
► Require users to submit reasons for printing, e-mailing and exporting documents, as well as
enforce the application of watermarks to authenticate printed documents. with comprehensive
Audit Trail functionality.
► Randomly generate passwords for newly created accounts or lockout user accounts from login
after a specified number of failed attempts or a period of inactivity.
• Powerful Workflow Functionality
Laserfiche 8' Document Management System
Organize, protect and retrieve information with our core products.
Laserfiche Team"
Digital document management solution for work groups, departments and small businesses.
Laserfiche Unitedr"
Enterprise-level digital document management solution.
Laserfiche Records Management Edition""
Fully integrated DoD 5015.2-certified records management and document management solution.
Laserfiche Web Access 8
A Web browser-based, true thin client for secure, wide-scale document management deployment.
Document and Information Capture
Bring paper and electronic documents into your digital SVStem quickly ind easily.
Laserfiche Quick Fields"'
Forms processing, specialized capture hardware and other document capture modules for
production-level document processing.
Laserfiche Import Agent"
Automatic capture for documents generated by copier-scanner hybrids, fax servers and other
multi-function peripherals.
Laserfiche Snapshot 8"
Creation of archival images of electronic documents without repetitive printing and scanning.
Document Distribution
Provide secure. efficient document access to users across the office and around the world.
Laserfiche WebLink"
Secure, platform-independent Web publishing that integrates easily with your existing Website.
Laserfiche Plus"
Distribute and archive documents on royalty-free CDs or DVDs with built-in search engines.
•
Laserfiche E-mail Plug-in"
Use standard e-mail applications to share archived documents.
A modular set of tools to design a custom solution that fits the way
your organization works.
Streamline document-centered processes and track activity for regulatory compliance.
Laserfiche Workflow 87h1
Rules-based document routing. e-mail notification and activity monitoring to ensure constant
productivity.
Laserfiche Agenda ManagerT"' and Agenda Processor"
Tools to simplify and speed agenda creation, approval and distribution processes.
Laserfiche Audit Trail 8'
Three levels of audit reporting to address your specific regulatory compliance and security needs.
Integration and Customization
Integrate Laserfiche with third-party applications, customize system functionality and automete
Laserfiche-related tasks.
Laserfiche Integrator's Toolkitr"'
Sample code and complete documentation to enable custom integration with other mission-critical
si'stems.
• Laserfiche Code LibraryT"'
Sample applications and supplemental information to create custom applications and other content,
provided by the Laserfiche community.
Laserfiche MarketplaceTM
Customized modules. including integrations, configurations. plug-ins and Web tools, provided by
Laserfiche Professional Developer PartnersTM
Software Assurance
Idtinage change and protect Your investment.
Laserfiche Software Assurance Plan (LSAP'"') Includes:
Ncnro releases. product updates and technical support from Your reseller.
0 100'~o credit toin,ard product upgrades.
.`\cc:ess to the Knowledge Base. discussion forum and other educational resources.
LSAP members receive the most current versions of licensed Laserfiche products.
Dart of their annual membership. Premium LSAP members receive telephone support through their
• ~~+11, r. ti,,ith a guaranteed response time of four business hours. Premium LSAP members also benefit from
1 ireca-lo-Laserfiche Web chat for designated support personnel. fast-track escalation and preferred pricing on
u,,~~r- education programs.
0 Business Process Management
0 0
About Laserfiche Solutions
Laserfiche creates simple and elegant document management solutions that help organizations •
run smarter. Since 1987, more than 25,000 organizations-including government offices,
Fortune 1000 companies, healthcare organizations and financial services firms-have used
Laserfiche software to streamline processes for managing documents, records and workflow.
By digitizing paper archives, Laserfiche enables users to instantly pinpoint the information
they need, to collaborate more effectively and to complete daily tasks more efficiently. Secure
Web access allows organizations to share information with remote offices, business partners
and clients, while user- and role-based security options ensure compliance with government-
and industry-mandated standards, including Department of Defense (DoD) standard 5015.2.
Your Next Step
Call (800) 985-8533 to arrange a demonstration. E-mail info@laserfiche.com
or visit www.laserfiche.com to request your free Laserfiche demo CD.
3545 Long Beach Blvd.
Long Beach, CA 90807
USA
Tel: (562) 988-1688
Toll Free: (800) 985-8533
Fax: (562) 988-1886
Web: www.laserfiche.com
E-mail: info@laserfiche.com
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