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HomeMy WebLinkAboutDocumentation_Regular_Tab 14_04/10/20081. VILLAGE COUNCIL MEETING: VILLAGE OF TEQUESTA AGENDA ITEM TRANSMITTAL FORM Meeting Date: 4/10/08 Meeting Type: Regular Ordinance #: Gii~~i4 i'~ert to erftr.~r text. Consent Agenda: Choose an iten- Resolution #: Glick here to enter text. Originating Department: Clerk, Police and IT 2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report) Informational Item Only - Village Manager approval of Budget Transfer moving $9,775 out of account # 001- 990-.599.902, Contingency, and into account # 001-120-546.320, Computer System Maintenance and Supplies for the purchase of Laserfiche Weblink 3. BUDGET /FINANCIAL IMPACT: Account #: 001-120-546.301 Amount of this item: $9,775 Current Budgeted Amount Available: $0 Amount Remaining after item: $9,775 Budget Transfer Required: Yes Appropriate Fund Balance: No 4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) Click here to enter text. 5. APPROVALS: ~~, Dept. Head: ~ ~ ~ ~~ 4`'--~ Finance Director: Attorney: (for legal sufficiency) ~ Yes ~ No ^ Village Manager: ~- • SUBMIT FOR COUNCIL DISCUSSION: [~ • APPROVE ITEM: • DENY ITEM: ^ MEMORANDUM Village of Tequesta Clerk's Office TO: Michael Couzzo, Village Manager FROM: Lori McWilliams, Village Clerk ` w Chief William McCollom ~1`~ Brad Gomberg, IT DATE: March 28, 2008 SUBJECT: Laserfiche Weblink Today's society has become more and more reliant upon the Internet, and as such we need to begin providing records via our website. Laserfiche, our imaging provider, offers a Weblink program where scanned and archived documents appear instantly on the Web without the need for time-consuming file conversions or HTML programming. These files will be instantly available to our residents. Laserfiche will customize Weblink to match the look and feel of our existing website; and the graphics, fonts, buttons, wallpaper and text will meet our design criteria. Search and Retrieval Using Laserfiche Weblink, residents search for documents using the Laserfiche search engine. They can view and print the results right from the comfort of their own home; thereby saving themselves and Village staff time. They can also browse through folders and select documents by name or they can perform full-text searches to locate the exact document immediately. Security and Access The security of the archives will never be in question as Laserfiche's security methods have passed stringent requirements set by the many current government clients. The Clerk's Office and Department Heads will decide what folders and documents to be viewed via the Internet. Staff will have the ability to redact portions of documents for additional security. Because Laserfiche Weblink translates document pages into Web pages, the public never comes in direct contact with the original files. There is no way for the public to modify text or images, thereby creating an additional level of security. We believe the Village should purchase the Laserfiche Weblink as soon as possible in order to begin providing our residents with the convenience of accessing Village records via the Internet. We request $9,775 from Appropriation to cover this purchase. FISCAL YEAR BA # 2008 Village of Teguesta Budget Amendment Request JE # ,. _. Increase: - Department: VILLAGE CLERK Account: COMPUTER SYS MAINT & SUPP Account #: Original Budget Balance Available Transfer Amount 001-120-546.320 New Balance Available $ 5,000.00 $ 0.00 $ 9,335.00 $ 9,335.00 Justification /Comments: FUNDING FOR PURCHASE OF LASERFICHE WEBLINK Department: VILLAGE CLERK Account: PERSONNEL TRAINING Account #: Original Budget Balance Available Transfer Amount 001-120-554.301 New Balance Available $ 3,500.00 $ 896.00 $ 440.00 $ 1,336.00 Justification /Comments: Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification I Comments: Department: Original Budget _ Account: _ Balance Available Account #: Transfer Amount New Balance Available $ 0.00 $ 0:00 $ 0.00 $ 0.00 Justification /Comments: Decrease: _ _: Department: RESERVES Original Budget _ Account: _ Balance Available CONTINGENCY Account #: 001-990-599.902 Transfer Amount New Balance Available $ 10,000.00 $ 10,000.00 $ -9,775.00 $ 225.00 Justification /Comments: FUNDS BUDGETED IN CONTINGENCY Department: Original Budget _ Account: _ Balance Available Account #: Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification I Comments: Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification /Comments: Department: Original Budget _ Account: _ Balance Available Account #: Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification /Comments: Auprovals: Department Head: Finance Approval: Village Manager Approval: „~~ _ _~- ((~u,~,f .--q~ a,~ } Date: & ~ i ~'~ _~ t-~ Date:. ~ ~`~ Date: .~ y Village Council Approval: Resolution Number Date: Municipal Code Corporation SALES DEPARTMENT PO Box 2235 • Tallahassee, Florida 32316 TELEPHONE (800) 342-2633 • FAX (850) 701-0715 March 31, 2008 Mr. Brad Gomberg IT Department City of Tequesta 345 Tequesta Dr. Tequesta, Florida 33469 Dear Mr. Gomberg: Thank you for speaking with Bob Kinsey, Account Executive, recently regarding your city's consideration of adding additional software to your current Laserfiche System. Pursuant to your conversation with Bob, we have enclosed a quotation sheet outlining the cost for this additional software. If you have any questions concerning our quotation or desire additional information, please do not hesitate to call on our toll-free number. We appreciate the opportunity to be of continued service to you and the City of Tequesta. Sincerely, Doris Jackson Sales Support Specialist J ackson(c~,mcc innovations.com Executive Summary Laserfiche is unique in that it offers a wide variety of plug ins and utilities that allow you to customize and enhance your system to specifically meet your needs. From easy to use plug ins that allow you to effortlessly capture and distribute your documents to more robust utilities that provide Auditing, Workflow and Web access, these products give you the ability to maximize the use of your system. Document Capture and Forms Processing: Flexible capture alternatives are essential for preparing paper and electronic documents for archival, retrieval and distribution across your document management solution. The Laserfiche document imaging and management platform provides basic scanning, batch processing and electronic document import. For your specialized capture needs, Laserfiche offers a set of solutions that accommodate documents found in widely varying formats and locations organization-wide. Distribution: Maximizing the value of information locked in an organization's documents requires putting it in the hands of decision-makers when and where it's needed most. From staff in remote offices, to clients, the public and regulatory officers, individuals within and beyond your organization rely upon fast information access to work at peak productivity. Laserfiche answers these demands with secure, reliable distribution across your network as well as solutions for the Web, CD, and a-mail. Audit Trail: Information is one of your organization's most important assets and, increasingly, one of the most regulated. To guarantee the integrity of information assets, protect business relationships and ensure regulatory compliance, organizations must secure business records, along with the personal data of their employees and customers, against unauthorized access. Monitoring repository usage is vital to achieving these goals. Laserfiche Audit Train enables precise tracking of user activity in the Laserfiche repository. Whether the need is to maintain the security of sensitive documents, track staff productivity or monitor records for compliance, Audit Trail provides managers and executives with the right information. Integration: Laserfiche Integration products allow the capability of quickly and cost-effectively developing custom imaging applications tailored to your business needs. These products provide software and documentation to integrate Laserfiche with third-party applications, customize system functionality and automate Laserfiche-related tasks. LASERFi.~HE SOFT'UVARE _ _ QU__OT~i'~'IO_ N SHEET' WEB PLUG IN SOFTWARE 0 LF WebLink *publish documents to the Web Total Software ANNUAL SOFTWARE SUPPORT *MCCi will pro-rate the support of this additional software to be congruent with your current system's support (LSAP) dates, the purpose ojwhich is to align all software with one support date so maintenance of your account is made easy. If you decide to execute this contract more than 30 days after the contract date, please contact your Account Executive to obtain a current proposal with current pricing. If the contract is outdated by 30 days or more and is executed, MCCi will bill for the actual amount which may be higher or lower than the outdated quote. ©LF WebLink LSAP Total Software Support and Updates INSTALLATION, TRAINING & SUPPORT SERVICE: Q 4 hours, Professional Services Package @ $l 10 per hour $7,995 $7,995 $1,59Q. $1,590 $440 PAYMENT & BILLING TERMS MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract. Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice. Total Cost (excluding optional services) $10,025 End of Quarter Discount (Contract must be received by 3/31/2008) -$250 Total Cost with Discount $9775 PROFESSIONAL SERVICES PROPOSAL MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby offers the Laserfiche Software & Services to the City of TEQUESTA, FLORIDA a corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the existing terms and conditions. Submitted by MCCi, LLC on March 31, 2008: Accepted this day of Signature 2008 by the City of TE QUESTA, FLORIDA. Title: LASERFICHE PLUG INS, UTILITIES & TOOLS. MCCi can provide additional Laserfiche Plug-ins Utilities, & Tools software. Laserfiche offers a selection of add-ons and development tools designed to let you tailor Laserfiche to meet your needs. Capture Plug Ins: • Laserfiche Import AgentTM automates document importing and document management within Laseffiche, particularly well-suited to work with multi-function peripherals • Laserfiche ScanConnectTM Laserfiche ScanConnect allows ISIS scanning. A collection of ISIS scanner drivers is included with Laserfiche ScanConnect. These drivers allow images to be scanned through supported scanners. ScanConnect 7.x is can be purchased as an add-on to both Laserfiche scanning and Quick Fields. • Laserfiche SnapshotTM Laserfiche Snapshot can generate images and text from an electronic file (e.g. a Word document, a web page, a text editor, etc.). The files generated by Laserfiche Snapshot capture the content of the electronic file at the time that it was processed. In other words, they represent an accurate portrayal of an electronic file at a given point in time. The images and text created from an electronic file are then stored in a Laserfiche repository. As you can see, Laserfiche Snapshot can be used as a tool to archive a particular version of an electronic file. Laserfiche Snapshot can process any electronic file that can be opened with a Windows application that has printing capabilities. Distribution Plug Ins Laserfiche WebLinkTM The WebLink module publishes select documents in a Laserfiche repository to an Intranet or the Internet in read-only form. Documents can be made available through the Web almost instantly, and users need only an Internet browser in order to access them. Built on ASP .NET, WebLink can be customized to match the look and feel of an organization's Internet or Intranet site. • Laserfiche WebAccess 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. • Laserfiche PIusTM Laserfiche Plus allows the information stored in a Laserfiche repository to be portable. Laseffiche documents published by Laserfiche Plus can be viewed by anybody, regardless of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a company or site that already has Laserfiche installed, then that organization can also choose to attach those documents to their repository. This software prepares a copy of the Laserfiche files (images, text, electronic files, annotations, templates and field data) for burning directly to your removable media or to a temporary directory. Choosing to publish to a temporary directory allows you to write it to your removable media at your convenience. • Laserfiche E-Mail Plug-inTM allows instant electronic document distribution via standard MAPI- compliant a-mail applications. Workflow& Process Automation • Laserfiche Workflow: Efficiency and accountability-enhancing document routing, a-mail notification and audit trail reporting. • Laserfiche Audit Trail Modules: Three levels of audit reporting to address your specific regulatory compliance and security needs. • LF Audit Trail -Starter: This edition tracks who accesses data in the repository, as well as changes made to the repository. Users can then generate reports on the life-cycle of documents, and who has accessed them. • LF Audit Trail -Standard: Sites with a larger amount of activity in their repository can use this edition to set up event logging according to individual users. This allows a more finely grained auditing configuration that tracks only the data that a particular customer needs. Standard features the tracking of failed attempts to change content in the repository, giving more insight into user activities. All the functionality of the Starter edition is also included. • LF Audit Trail -Advanced: Customers operating in the most demanding regulatory environments find this version ideally suited to their needs. Besides doing everything that the other two versions do, it also tracks changes in security settings, so not only what a user is looking at or changing is tracked, but who gave them the right to do so. Searches are also tracked. For additional document security, with this edition users can be required to submit reasons for printing and exporting documents. Administrators can force printed documents to have Watermarks applied to them. Batch Processing • Laserfiche Quick FieldsT"' automates document sorting and indexing for reduced data entry costs and manual indexing errors. Laserfiche Quick Fields is a collection of image processing and enhancement tools wrapped in an elegant and intuitive interface. We call Quick Fields a document capture platform because it is so much more than just an offline scanning tool. Because Quick Fields was developed specifically for Laserfiche document imaging and management solutions, it offers a unique functionality set designed to simplify automated capture and classification of documents. In addition to working with most production level scanners, Quick Fields supports the Universal Capture plug-in and includes a powerful tool called the Laserfiche Capture Engine. The basic premise of the Laserfiche Capture Engine is to provide the ability to "scan" documents into Quick Fields from a Laserfiche repository. This fairly simple idea is extremely powerful because it eliminates dependence on traditional scanners in order to take advantage of automated image processing technology. With Quick Fields, it does not matter how an organization images their documents. They could be scanned through a networked copier/scanner, automatically imported from a fax server or converted from an electronic format through Snapshot, and Quick Fields will process them as if they were scanned in directly. • Pattern Matching: The Pattern Matching add-on looks for a specified pattern within auser-defined value. This process can be used to identify a document, validate data, or to save the matching data along with a document. The pattern that will be searched for is defined by the user through predefined criteria (regular expressions). A regular expression looks for a certain pattern in a string. It can then use this pattern to look for a character or a set of characters. • QF Real-time look up: look up and extract data from a 3rd party database, verify values extracted from an image matched values in the 3rd party database • QF Zone OCR: Images that contain clearly printed or typed information can be converted to text files through a process called OCR (Optical Character Recognition). Once text has been extracted from an image, it can be sent along with the image to the repository. Once the document has been imported into the repository, the extracted text will be associated with the corresponding image in the document. The International Zone OCR add-on will scan a zone on an image for text. Only text found within the zone will be extracted. The data returned by this process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. The International Zone OCR add-on can be installed when Quick Fields is first installed or after it has already been installed. • Laserfiche Import Agent: Laserfiche Import Agent is a capture tool that can bring files into a Laserfiche repository from the Windows file system. Any file that can be stored in Laserfiche can also be imported via Import Agent. What's more, Import Agent allows for scheduled and selective imports, so that users can set up specific criteria for what gets imported when. Import Agent can create fully OCRed and indexed documents, complete with template information and filed in the repository. • QF Bar Code Recognition: The Bar Code add-on reads bar codes on a specified page in the document. The value returned by the bar code process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. Bar Code is very powerful when combined with Real Time Lookup. Supported barcode formats: Codabar, CODE 39, CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA, and UPCE. • QF Quick Forms:- permits multiple document classification, as well as include advanced capabilities such as form recognition, form registration, form removal and optical mark recognition. • QF Document Classification: designed for clients who deal with multiple forms, and will recognize and process multiple document types. • QF AnnotationBates Numbering: The Bates stamp option is a document auto-numbering annotation option. • Forms Processing: The Forms Processing add-on consists of four processes, which are Laserfiche Form Extractor, Form Identification, Laserfiche Form Registration, and Laserfiche Optical Mark Recognition (OMR). Form Extractor removes the layout from an image and leaves data in a region specified on the page. Form Identification identifies images according to the layout of the page. Form Registration aligns images to match the layout of the form. OMR detects whether a region has been marked by comparing it with the same region on a master form. This add-on can only process or recognize forms when processing black & white images. Additional information is available. Integration • DataNow Affinity Integration: DataNow Affinity brings the power of Laserfiche document management to the applications you use most. Document searches can be reduced to a single click of a button. New documents can be added to your Laserfiche repository without manually entering template field values, file names, or folder locations. Affinity truly makes Laserfiche feel like part of your business software. • LF Integrator's Toolkit: Tools & documentation necessary for customizing Laserfiche • LF Integration Express HTE: Laserfiche HTE interface • GeoDocs: GeoDocTM is a web-based software that seamlessly integrates ESRI ArcIMS (soon to be ArcGIS Server) and Laserfiche. Utilizing robust search capabilities, users of GeoDoc can access digital documents stored in a Laserfiche repository from within the web-based GIS program and vice versa, access spatial information stored in a GIS from within the Laserfiche web client.