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HomeMy WebLinkAboutC-2303June 11, 2010 Lisa Mussenden Arcadia City Clerk 240 W. Huntington Dr. Arcadia, CA 91066 Lisa, Run Smarter- 3545 Long Beach Blvd., Long Beach, CA 90807 teL:562- 988 -1688 fax: 562-988-1886 www.Laserfiche.com Ild0 -.40 C 2 3ti. As of June 10, 2010 Datanet Solutions, Inc. no longer represents Laserfiche Document Management in regard to the sale and service of the Laserfiche document imaging and management system that you have installed. Please contact my Account Manager, John -Paul Sansone of Laserfiche Document Management to discuss the service and continued support available to you for the Laserfiche product. John -Paul can be reached at 562- 988 -1688 x149 or by email at john- paul.sansoneglaserfiche.com. Best regards, Dominic Grillo Regional Manager Laserfiche Run Smarter Datanet Solutions, Inc. Price Quotation for City of Arcadia Revised July 23, 2007 Component Option A Option B MS SQL Express MS SQL database database Software Solution $4,935 $9,285 1 Repository for MS SQL /SQL Express $2,250 $6,600 1 Scantuit Scanning License ✓ $495 $495 3 Full User Licenses *4/ $1,650 $1,650 (Concurrent) @$550 ✓ 3 Printuit Utility Licenses @$100 $300 $300 3 Email Plug in Licenses @$80 $240 $240 Laserfiche Software Assurance Program with $1,482 $2,787 Datanet Priority Support Professional Services $1,839 $3,144 NIA Design, Configuration, Installation and Training Hardware Solution $1,055 $1,055 Fujitsu 5120 List $1,195 Customer Discount ($239) / Annual Maintenance $99 / Priority On Site Support (Optional) $741 $1,393 Total Solution $10,052 $17,664 Optional DataNET UtilitEase -Data Router Software Assurance w/ Priority Support Professional Services Alternative Scanner Solution (The Fujitsu 5220 is the same scan engine as the 5120 with the additional capability of a flat bed feeder for bound or folded documents. Flat bed capability suggested by Marina and Ofelia . Fujitsu 5220 List $1,995 Customer Discount ($399) Annual Maintenance $99 Priority On -Site Support Option $1,495 $499 $448 $1,695 $1,495 $499 $448 $1,695 Priority Plus support goes above and beyond Priority Support. Priority Plus is an annual agreement that guarantees next business day on -site visit in the event that the situation can not be resolved over the phone or via dial up. There is no limit to the number of calls that may be made during a 1 year period. In addition, we include an annual 10 point inspection and a 4 hour training package. Datanet UtilitEase DataRouter DataRouter is a tool within the Datanet UtilitEase suite of products that optimizes the organizational structure of a Laserfiche repository by automatically transferring documents between folders and volumes. DataRouter facilitates the automatic placement of scanned images or electronic images into the appropriate folder and/or volume based on metadata contained in the template fields. DataRouter functions according to criteria specified by comparing a document or template property against a user defined value (i.e. time or volume size ceiling) minimizing the efforts of users and administrators. This quote expires on July 30, 2007 Terms: 50% at time of order, balance upon installation. Name s.se Signature 23/07 0 Laserfiche Document Management Solution For City of Arcadia By: Bob Cody DataNET Solutions, Inc. bcody@datanet-solutions.com Introduction The following document is a proposal for the Scanning, Indexing, Storage and Retrieval of various City records for the City of Arcadia as requested by Lisa Mussenden. The City currently contains paper archives of reports and records back to the incorporation of the City. The volume of information that has been accumulated has outgrown the space allocated and many records are stored off -site. With the rapid growth of the City, the amount of information received and the information required by the community grows on a daily basis. The City is considering scanning all paper information into central database that would provide secure and automated access to required information on demand to the users desktop. It has been expressed that the desire to scan and index City documents starts with the City Clerk's office and would most likely expand to other City departments. DataNET Solutions, Inc. has been serving the local government community in Southern California for over 9 years providing tailored, integrated, cost effective document management solutions. DataNET Solutions DataNET Solutions is a software development and systems integration firm, engaged in the design, development, and deployment of Document Archival and Management Systems foi our domestic and international clients. Our work ranges from stand -alone imaging applications, to enterprise wide client server installations, to globally integrated internet based multi -tier document management systems, to custom Scanning and Data Capture Software Development. With our headquarters in Anaheim, CA. DataNET Solutions, Inc. has been a reseller of the Laserfiche Document Management Suite of products for over 9 years. During that time we have had the privilege to assist a variety of cities and municipalities within the Southern California area in implementing efficient and effective electronic document management solutions. A representative sampling of some of our customers would include Arcadia PD, San Luis Obispo City, Fountain Valley City and PD, Montebello PD and City, Redondo Beach PD and City, Claremont PD, City of Yucaipa and the Fontana PD and City. Our expertise lies in assisting clients to "evolve to a new way of managing your documents." We realize that one size does not fit all, and that an "out of the box" solution does not necessarily meet the needs of most clients. The majority of our solutions are tailored to the unique requirements of our clients to provide the maximum performance possible. r Overview The City of Arcadia has been retaining paper records since its inception and is rapidly running out of room to store these files. These paper files can take many shapes and forms and are required to be accessible on demand under certain circumstances. Currently files /documents may be retrieved for a variety of people and groups including city staffers and the general public. Retrieval access to any /all files is high and due to the labor intensity of the filing process, occasionally files may be mis directed 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 refile the paper documents is constantly increasing. The City is looking for an alternative solution for these paper files. The desired solution should be: 1. Extremely Easy to Use 2. Searchable with "key word" search capability 3. Flexible to accommodate the City's unique requirements 4. Scalable to grow as the City's requirements grow 5. Modular to be able to add cost effective components as required 6. Automated to capture and automatically populate files and folders 7. Capable to provide detailed audit reports on demand In evaluating the options availability for the City in implementing a Laserfiche solution, three alternatives were considered. 1. Add users only to the existing Laserfiche repository being used by the PD. For document security requirements as well as DOJ restrictions, it is not recommended that PD documents be mixed with the city documents in the same database. 2. Acquire a complete stand alone solution, including file server, for the City and various departments. While this approach is practical, it would require the city investing in a new server or coexisting with another program. This approach would keep the solutions totally independent but would not allow for the multiple use of existing modules (audit trail) by both systems 3. Add an additional database (Repository) with the required number of users to the existing Laserfiche server. This approach is the most cost effective and offers the most flexibility. A. The new repository would be totally independent of the PD records B. Existing Laserfiche Modules (Audit Trail) would be availability to both the city and the PD C. Only one server is required. Additional memory may be required for this server D. City IT Staff has only one application to maintain. Laserfiche security would be established independently under each repository. Proposal DataNET Solutions, Inc. is proposing that the City of Arcadia add another database and suggested users to the existing Laserfiche server /solution currently installed by the city for the Police Department. The Laserfiche Solution addition as proposed with greatly reduce the City's requirement of paper by scanning paper documents or capturing electronic documents via email to be stored in a central file repository. In addition, the Laserfiche solution may be expanded to other departments within the City with the easy addition of user licenses. With the addition of a separate database, Document Security is assured for both the PD and the City. While physically residing on the same server, access to the database with the ability to control assess to the document level will be limited to the appropriate group. Images from the repository would be available to the desktop, on demand, from a variety of parameters with the subsequent results (images) available for distribution by print, email or fax in a matter of seconds. The 4 major components of the solution are: • Document Scanning • Document Indexing • Document Storage • Document Retrieval Document Scanning Document scanning involves scanning all new incoming paper files at the first opportunity and working backward through the archives as time and budget permits. Documents will be scanned on a scanner of your choice. Datanet sells a variety of scanners and highly recommends the Fujitsu line of products. Two models for your consideration are the 1. Fujitsu 5120C. This is a 25 pm scanner capable of simplex, duplex and full color scanning. 2. The Fujitsu 5750 is a high speed scanner with VRS and capable of scanning at a rated speed of 71 ppm. This device is one of many options available for document capture. Document scanning should include VRS technology to insure that you get the maximum image quality possible. Scanning can be done in simplex or full duplex and scanning color documents is also possible and is operator selectable. Automatic exposure control is assured with the VRS software • • 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. Due to the various documents being stored and retrieved, it is possible that the city may set up a variety of templates to accommodate specific users and groups. This discussion will take place during the design stage and involve Arcadia 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 use both Bar code technology (i.e. for auto capture of citations) 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 Arcadia staff with DataNET involvement and guidance. After completing the template with information from the scanned image, Laserfiche automatically stores the index and image data in the central achieve in the appropriate folder structure. As a result of the scanning and index capture, documents are automatically routed to specific destination folders and if no folder exists, the DataNET software will recognize that and automatically create a folder based on pre determined parameters. 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 0 0 may be retrieved by a key word search. As you saw from the demonstration this is a very fast and efficient process to randomly capture, index and store vital business records. Document Storage —The Laserfiche software would be installed on a server at the city. The database would could co -exist with the other Laserfiche application. We have attached specifications for the server as well as the client side of the solution for your review. A review of the current environment is recommended as additional data storage may be recommended. 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 /cabinet. Document Retrieval. — Retrieval of information from the files would be accomplished in a variety of ways including: 1. Access by known identification parameters (Case #, Individual Name, Date) 2. Key Word searching for text information captured during the OCR process 3. Perusing the file folders directly 0.33, O 1335 ..,.way , al o.erv.v�. J�,z vase vz:vww zone o-u �All O�eFV¢. JuI 151Vi512:MPM on war�va a.l v lw5 u:owM ma3 ii "iii Fi #r 11 �i- �et$U1tS Wlth' i ii"'S In addition to the search methodologies mentioned above, documents and files may be obtained in a variety of ways including: • Directory search -View all files with similar characteristics - • Key Work 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 • 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. 0 With all images stored in Laserfiche, you have the ability to annotate the images with Sticky Notes, Highlights, Stamps and redactions. This provides additional flexibility when sharing images that may contain confidential information. Any pertinent information may be removed from view of subsequent users or persons receiving data in printed or email form Monday, Tuly 22, 1996 at 5:17 p.m., in Council Chambers, 6650 Beach Boulevard, Buena park, California, Mayer Marshall presiding. "eydr Marshall opened Oral Communications and inquired if anyone desired to speak at this time. Solution Benefits C, By moving forward with the Laserfiche Document Solution, City of Arcadia will experience a positive impact in a variety of areas. First and foremost the current space required for document storage can be reclaimed immediately. With the documents and files indexed and stored in a central server, anyone with appropriate access rights can have information immediately available to their desktop in seconds. Document distribution can be done vial email, printing or Fax at the users discression. With the fast, easy and flexible searching capabilities of Laserfiche, documents may never be lost or misfiled again. Additionally documents may be scanned randomly, with indices assigned, totally eliminating the laborious sorting and filing processes that currently exist. By capturing documents as soon as they are available, lost files are a thing of the past. Any file /folder or document can be routed to appropriate individuals in seconds. Laserfiche can become the primary repository of all city documents including scanned images, electronic images, maps, drawings and emails. As a result of normal "best practices" procedures provided by DataNET, not only will the city have a central image repository but you will have a complete disaster recovery program in the process. All image and data files will be backed up and stored according to your requirements. T Design, Implementation, Installation and Training DataNET Solutions, Inc. provides a turn key solution for our customers. As such we design the templates to meet your specific application requirements, install and test the solution n 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. It is estimated that you will be fully operational within 4 business days from start to finish. DataNET Process included the following components Initial Kick off meeting. Usually occurs with DataNET Account Manager, DataNET professional design and implementation staff member and key city staffers. This meeting is of undetermined length and used to Review the application and components Review Hardware requirements Create initial design Design Index templates Review Security Requirements 2. Software Installation. Immediately following the Kick -off meeting. DataNET will install the software under city 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. 4. Solution Training. The same DataNET staff that install the solution provide complete and comprehensive training for: Administrators Understanding Laserfiche Repository Creating and managing Users and Groups Templates Volumes Security End Users Getting Around in Laserfiche Searching in Laserfiche File Menu Options Tips & Tricks Shortcuts Annual Maintenance Plans Laserfiche Software Assurance Plan (LASP) • The Laserfiche Software Assurance Plan (LSAP) provides access to most of our post - acquisition services. LSAP benefits include: • Support Site Access • Free Updates and Hot Fixes • Laserfiche technical Support via DataNET Solutions, Inc. • Webinars • Annual User Conference • Online Forums DataNET Solutions, Inc. Support As the authorized Reseller, DataNET has a staff of developers and software engineers with over 30 years of Laserfiche Experience. With our offices and dispatch center in Anaheim, we are only minutes 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 sunnortndatanet- 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 • Full document scanning facilities for archival scanning or Single Job scanning requirements Priority Support Priority support guarantees a 4 hour response time via email, telephone, or remote internet access to the computer. Average response time is 1 hour or less. Priority support also provides free updates and upgrades to the system software. Priority On -Site Support Priority Plus support goes above and beyond Priority Support. Priority Plus guarantees next business day on -site visit. In addition, we include an annual 10 point inspection and a 4 hour training package • • Financial Considerations The proposed Laserfiche Solution from DataNET is very modular and scalable and can be tailored to fit any budget. The enclosed quotation makes a variety of assumptions based on our past conversations. This is intended to be a starting point from which we can build your tailored solution. The proposal includes the cost of maintenance and support for the first 12 months. You had mentioned that you may also be interested in having Datanet assist in the scanning process to facilitate the move from paper to electronic images. Datanet has complete scanning capabilities and would be pleased to discuss this more in depth as your needs require. We look forward to reviewing and discussing these options with you. DataNET Solutions. Inc. 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 and retrieve information. LaserSche Full User: Concurrent User licenses allowing end -users to interface (write and read) with the Laserfiche Server. Scantuit is the primary scanning interface for bringing documents into the Laserfiche server. Document image processing (clean -up), folder designations and document indexing processes are started with Scantuit. Printuit 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. 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 sent in a variety of common formats. Audit Trail. There are 3 levels of functionality available permitting the tracking and reporting on every transaction and data element within the Laserfiche repository. With the starter package, the report wizard guides you through who has accessed and modified documents within the system. DataRouter optimized the organizational structure of the Laserfiche repository by automatically transferring documents between and among folders and volumes based on your business rules. Laserfiche Server Requirements (SQL) Minimum and Recommended requirements for Laserfiche Server (United) 7.0.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. • Communlcations: TCP /IP • Operating system: Microsoft Windows 2000, Microsoft Windows Server 2003, or Windows XP. • Database engine: • 7.0.x: Microsoft SOL Server 2000 (service pack 3 or service pack 4), Oracle 9i Release 2 (9.2.0.6.0) or Oracle 10g. • 7.1: Microsoft SQL Server 2000 (service pack 3 or service pack 4) • 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 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: • 7.0.x: Microsoft SOL Server 2000 (service pack 4), Oracle 9i Release 2 (9.2.0.6.0) or Oracle 10g. • 7.1: Microsoft SOL Server 2000 (service pack 4) • 7.1.1: Microsoft SQL Server 2000 (service pack 4), Oracle 9i Release 2 (9.2.0.6.0) or Oracle 10g. E 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: • CPU: Pentium 111 700 MHz processor • Memory: 128 MB RAM • Communications: TCP /IP, DCOM • Operating system: Microsoft Windows 2000, Windows XP, or Windows Server 2003 • Web browser: Internet Explorer 6.0 Minimum requirements for Laserfiche Client with Laserfiche Scanning: • CPU: Pentium 111 700 MHz processor • Memory: 256 MB RAM • Communications: TCP /IP, DCOM • Operating system: Microsoft Windows 2000, Windows XP, or Windows Server 2003 • Web browser: Internet Explorer 6.0 Recommended requirements The following list describes the recommended requirements for Laserfiche client 7. Recommended requirements differ depending on whether or not a particular client installation will be used for scanning. Recommended requirements for Laserfiche client without Laserfiche Scanning: • CPU: Pentium 4 1 GHz processor • Memory: 256 MB RAM • Communications: TCP /IP, DCOM • Operating system: Windows XP Professional or Windows Server 2003 • Web browser: Internet Explorer 6.0 or higher Recommended requirements for Laserfiche client with Laserfiche Scanning: • CPU: Pentium 4 1 GHz processor or faster • Memory: 512 MB RAM • Communications: TCP /IP, DCOM • Operating system: Windows XP Professional • Web browser: Internet Explorer 6.0 or higher Datanet Solutions, Inc. Price Quotation for City of Arcadia June 18, 2007 Component Cost Software Solution $8,460 1 Additional Repository for MS SQL 1 Scantuit Scanning License 3 Full User Licenses (Concurrent) 3 Printuit Utility Licenses Email Plug in (Per User) =Per User Licenses 1 DataNET UtilitEase DataRouter Laserfiche Software Assurance Program with Datanet Priority $2,540 Support Professional Services 1 $2,572 Design, Configuration, Installation and Training $2,897 Existing Customer Discount ($325) Hardware Solution $1,055 Fujitsu 5120 List $1,195 Customer Discount ($239) Annual Maintenance $99 Priority On Site Support (Optional) $1,270 Total Solution $15,897 Name Signature This quote expires on July 30, 2007 Terms: 50% at time of order, balance upon installation.