2.16 2.16
FINANCIAL\2018\Establish Laserfiche Upgrade Capital Project Fund#222 and Engage General Code— 1-22-18
RESOLUTION AUTHORIZING ESTABLISHMENT OF LASERFICHE
UPGRADE CAPITAL PROJECT AND CAPITAL PROJECT FUND #222
AND ENGAGEMENT OF GENERAL CODE FOR UPGRADE OF
LASERFICHE CONTENT MANAGEMENT SYSTEM
RESOLUTION NO.: , 2018
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, by Resolution No.: 83,2016, the Queensbury Town Board authorized
General Code to develop and implement an integration to connect the Town's EnerGov system
with the Town's selected content management system, its Laserfiche Content Management
System, and
WHEREAS, the Town Clerk has recommended that the Town Board again engage the
services of General Code to upgrade the Town's Laserfiche Content Management System (the
"Project"), as set forth in General Code's Enterprise Content Management Project Proposal for
Town of Queensbury dated January 15, 2018 presented at this meeting, for an amount not to
exceed $85,851 and accordingly establish a Capital Project Fund for the Project,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes and directs the
establishment of the Laserfiche Upgrade Capital Project and establishment of a Capital Project
Fund to be known as the Laserfiche Upgrade Capital Project Fund 4222 which Fund will establish
funding for expenses associated with this Project, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes engagement of General Code to
upgrade the Town's Laserfiche Content Management System as set forth in General Code's
Enterprise Content Management Project Proposal for Town of Queensbury dated January 15,
2018 and presented at this meeting for an amount not to exceed $85,851, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs that funding for such
Capital Project shall be by a transfer of$100,000 from Computer Software Capital Project Fund
Account No.: 204-1680-2032 to the newly established Capital Project Fund 4222, and
BE IT FURTHER,
RESOLVED that the Town Board further authorizes and directs the Town Budget Officer
to take all action necessary to establish the following accounts for such appropriations and
revenues as necessary:
• Revenue Acct No. —222-0000-55031 (Interfund Revenue) $100,000;
• Expense Acct No. —222-1680-2032 (Computer Software) $100,000;
• Increase Appr 204-9950-9030 (Transfer to Cap Project) $100,000;
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget
Officer to amend the 2018 Town Budget, make any adjustments, budget amendments, transfers or
prepare any documentation necessary to establish such appropriations and estimated revenues,
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to sign
any needed Agreement in form acceptable to the Town Supervisor and/or Town Counsel, as well
as any other needed documentation, and the Town Supervisor, Town Clerk and/or Town Budget
Officer to take any and all action necessary to effectuate all terms of this Resolution.
Duly adopted this 22nd day of January, 2018, by the following vote:
AYES
NOES
ABSENT :
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Warren County
Enterprise Content Management System
January 15, 2018
Valid until January 31, 2018
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518-441-6496
BCadman@generalcode.com
GENERA.
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CONTENTS
INTRODUCTION 3
ABOUT GENERAL CODE 4
RECOMMENDED SOLUTION—LASERFICHE RIO 5
PRELIMINARY DOCUMENT MANAGEMENT PROJECT PLAN 7
INVESTMENT DETAIL&OPTIONS 9
AUTHORIZATION&AGREEMENT 11
APPENDIX A-PC AND SERVER SPECIFICATIONS 13
APPENDIX B-DESCRIPTION OF RECOMMENDED COMPONENTS 14
APPENDIX C-INSTALLATION,TRAINING AND SUPPORT 20
APPENDIX D—FOIL Statement of work 22
GENERAL
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INTRODUCTION
RECOMMENDED SOLUTION
Based on the Town's current needs and looking to theTown's potential future uses of electronic content
management,General Code recommends implementation of Laserfiche Rio.
Laserfiche Rio is a robust system that provides the flexibility to configure the system to your specific way of
doing business without your having to "shoehorn"your processes to fit the mandates of a software solution.
Laserfiche is also easily expanded—to different departments,different types of documents,and many other
users in the future as you see other uses.
General Code's experienced staff will help you configure your system to maximize efficiencies now and for
decades to come.
•
Gl•:1ERA1.
3 January 15, 2018
Town of Queensbury, New York
ABOUT GENERAL CODE
General Code provides a variety of information management solutions to more than 2,700 local governments,
educational and commercial organizations throughout the United Sates. We set the standard for improving
document management processes and are on the cutting edge of technology,providing new and reliable tools
to our customers to better serve their clients. We pride ourselves in our level of experience, our technical
knowledge in the industry and our focus on the customer.
General Code is a top 5 government reseller of Laserfiche in the United States,offering more than 14 years of
experience, coupled with an industry-leading service, integration,training and helpdesk team.
With Laser-fiche at the center of your Enterprise Content Management Solution,you get what nearly 30,000
other public and private organizations are already getting –the most powerful combination of electronic
capture, storage and business process automation tools available today. We selected Laserfiche as our
technology platform because of its open architecture, integration capabilities and the capacity to scale up as
your demand for information sharing and access grows.
Every system designed and implemented by General Code fits your specific needs and requirements.
Configuration of your Enterprise Content Management Solution to your situation reduces the time and
additional resources required to"adjust"or"optimize" a one-dimensional system.
As a values-based company we adhere to the principles outlined in our "General Code." These guides for
conduct are integral to building a comprehensive content management solution–one that leverages our 50+
years of service to public organizations and governments of all sizes.
Elements of our"code":
Digital information must be designed and implemented in ways that support the success of the entire
organization.
Our content management solutions must run on a platform that we believe in.
The quality of our service and support determines the ultimate value of the solution we develop.
Our content management solutions are based on the practical—if there is a better way to do something
we will design and implement it.
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Town of Queensbury, New York
RECOMMENDED SOLUTION - LASERFICHE RIO
Laserfiche Rio combines comprehensive Enterprise Content Management (ECM)functionality with powerful
business process management (BPM), security and auditing tools. Laserfiche Rio provides a solid ECM
infrastructure that:
— Manages your content.
— Grants the IT Department central control over standards,security and auditing.
— Gives individual departments flexibility to customize their filing structures,
views and workflows
Laserfiche Rio integrates with your existing IT portfolio supporting intelligent decision making enterprise-wide.
With a fundamental design structure engineered to meet the needs of the IT Department, Laserfiche Rio is
designed to be easy to purchase,easy to deploy,easy to support and easy to extend.
The Laserfiche Rio system includes:
— A licensing server to produce system licenses as you determine system
topology based on your specific needs.
— Unlimited Laserfiche content servers that provide document imaging,
document management and records management functionality as part of the
core architecture—not through separate modules that are stacked together.
— A fully functional,true thin-client interface that does not require any software
to be installed, maintained or updated at the workstation level.
— The Laserfiche Workflow system,capable of automating business processes in
high volume transactional environments, as well as customizing the way the
system reacts to user input.
— A built-in auditing solution for security and compliance.
— Production-level document capture and processing, including a variety of
image enhancements, data extraction and processing tools to automate
document identification, indexing, classification and filing.
— Fully customizable,optional read-only Web portals.
— An optional DoD 5015.2-certified Laserfiche Records Management Edition,
with integrated records management, security, auditing and reporting
capabilities.
— An optional available SDK (integrator's toolkit) that includes COM, .NET and
Java libraries,as well as an ADO.NET provider
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• 5 January 15, 2018
Town of Queensbury, New York
Laserfiche Rio was developed specifically to meet the needs of organizations that view ECM technology as a
foundational component of their technical infrastructure.
With bundled functionality, unlimited content servers and its own licensing server, Laserfiche Rio provides
with unmatched deployment flexibility:
— Scale easily to full enterprise deployment. Named user licenses with volume
discounts simplify the procurement process, eliminating long requisitions and
making budgeting for an enterprise deployment must easier.
— Integrate with your existing IT portfolio. As an open platform, Laserfiche Rio
facilitates and encourages integration with line-of-business and legacy
applications to solve transactional document problems and provide a rapid ROI.
— Extend local flexibility. No ECM system will offer centralized control over content
if it isn't used. Laserfiche Rio is designed to provide centralization and
standardization without compromising the flexibility and customization of
information delivery required for defined business applications.
— Configure, don't customize. Configuration of Laserfiche Rio's standardized
solutions leverage existing administration platforms—including Microsoft skill
sets—and offer a lower total cost of ownership.
— Maintain control over your ECM environment. Support for virtualization,
mirroring, test, development and other environments without the need to
purchase additional software licenses puts you in complete control of system
topology, high availability and recovery.
— Grow with your organization. Because needs change, Laserfiche Rio maintains
flexibility to change system attributes even after release to production. Changes
are made with the same intuitive tools used for initial configuration.
GENERAL
"' ' ". 6 January 15, 2018
Town of Queensbury, New York
PRELIMINARY DOCUMENT MANAGEMENT PROJECT PLAN
I. Upon completion of contract signing,the Project Manager will call you to review the Project Plan and
discuss the following:
• Designate a main contact for the project
• Discuss the proposed schedule and set dates
• Determine any necessary hardware purchase, installation or configuration that must take place
prior to the system installation and schedule completion of that work
• Confirm availability of required personnel,equipment and facilities
• Address any outstanding questions,concerns or issues
II. The Initial Design and System Implementation Phase will include the following:
• Installation and configuration of the main server components
• Installation and configuration of the named user licenses, including Laserfiche client software,
Snapshot Plug-In and the E-mail functionality,and also includes scanner configuration and testing.
• Complete system testing of all installed components
• A file structure review and creation of a hierarchical tree structure designed to maximize efficient
use of the document management system
• Discussion of file-naming conventions to be used in the document management system
• Establishment of an initial set of Templates(electronic index cards)
• Configuration of users,groups,and user rights
• Training for users
• Administrator training for up to two (2) people who will be responsible for administration of the
system
III. Transparent Records Management Implementation:
• Information clarification and gathering
• Template development
• Loading of applicable retention schedules
• Building of corresponding user folders
• Building applicable workflows for Transparent Records Management
• Records Manager training in records management functionality within Laserfiche
Version 9 Data Migration:
Your server and database will be upgraded. In order to complete this upgrade,you will need to provide our
technical project manager with a copy of your existing database files no later than 3 days before the scheduled
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Town of Queensbury, New York
installation. General Code's Project Manager will work with you to determine the best way to do this.
Remote data migration will occur the day before the scheduled on-site installation and training. The
requirements for remote data migration are as follows:
• Server must meet the minimum specifications. (See Appendix A.)
• Server must allow for internet access.
• Server must be rebooted after completion of the installation of the server software. General Code
must be notified if this will require an off-hour reboot. If the server is not up-to-date,then note that
additional reboots may be necessary.
• IT person must be on-site to assist.
• The Laserfiche database will be unavailable to users from the start of the installation until the start of
training(potentially up to 2 days).
In order to maintain the security that is currently implemented on your system,you will need to provide a list
of all the Laserfiche users, including user names, full names and a list of feature rights (scan, search, print,
move, create, to name a few). In addition we will need a list of all of the folders in your database and users
who have access to these folders. All of this information must be provided to General Code at least 1 week
prior to the installation date. Again, General Code's Project Manager will work with you to determine the
most efficient way to accomplish this information transfer.
GENERAL
8 January 15, 2018
Town of Queensbury, New York
INVESTMENT DETAIL & OPTIONS
Hardware or any applicable taxes are not included in price.
Line Item Descri•tion = Model# Quanti Unit Price''. Total
Base Software
Rio Named Full Users(25 Tier) ENFPL25-25 Tier 35 $900.00 $31,500.00
Rio Records Mgmt Named Full Users(25 Tier) ERM-25 Tier 35 $90.00 $3,150.00
Laserfiche Connector-Rio Named Full Users(25 Tier) ECNC-25 Tier 35 $45.00 $1,575.00
Laser-fiche Forms-Rio Named Full Users(25 Tier) EFRM-25 Tier 35 $90.00 $3,150.00
Base Software Subtotal $39,375.00
Add-Ons/Plug-Ins
Rio Quick Fields-Core Pkg QC1 1 $5,000.00 $5,000.00
Rio Public Portal-25 WebLink-only retrieval connections PPM25 1 $25,000.00 $25,000.00
Rio Scan Connect-5 Pack SCO5 1 $660.00 $660.00
Rio Forms Portal Add-on(Limited to Installation on 1 Server) EPFRM 1 $7,995.00 $7,995.00
Add-Ons/Plug-Ins Subtotal $38,655.00
Support
LSAP Rio Named Full User (25 Tier) ENFPL25B-25 Tier 35 $180.00 $6,300.00
LSAP Laserfiche Connector-Rio Named Full Users(25 Tier) ECNCB-25 Tier 35 $9.00 $315.00
LSAP Rio LF Forms Full Users(25 Tier) EFRMB-25 Tier 35 $18.00 $630.00
LSAP Rio Records Management(25 Tier) ERMB-25 Tier 35 $18.00 $630.00
Rio Public Portal-25 WebLink LSAP PPM25B 1 $5,000.00 $5,000.00
LSAP Rio Quick Fields-Core Pkg QC1B 1 $1,100.00 $1,100.00
LSAP Rio Scan Connect-5 Pack SCO5B 1 $132.00 $132.00
LSAP Rio Forms Portal Add-on EPFRMB 1 $1,599.00 $1,599.00
SAP GC Streamline Automation Package SAP-GCSCT 1 $790.00 $790.00
SupportSubtotal $16,496.00
Professional Services
GC Streamline Automation Package 1 $7,505.00 $7,505.00
Rio Forms Install and Training On-Site Days 2 $1,750.00 $3,500.00
Rio Transparent Records Management Consulting On-Site Days 1 $1,750.00 $1,750.00
Rio Transparent Records Management Consulting Off-Site Days 3 $1,250.00 $3,750.00
Rio Connector Training and Development On-Site Day 1 $1,750.00 $1,750.00
Rio Install and Training On-Site Days 3 $1,750.00 $5,250.00
Laserfiche Project Management 1 $1,500.00 $1,500.00
Professional Services Subtotal $25,005.00
Adjustments
Laserfiche Software Upgrade Credit 1 ($33,680.00) ($33,680.00)
Adjustments Subtotal ($33,680.00)
Grand Total $85,851.00
Your Laserfiche LSAP anniversary date will be re-aligned to reflect the date of ordering of the Laserfiche software for your
new Rio system. Any remaining LSAP from your Laserfiche"Classic"system will be reflected as a credit on the project invoice.
Anticipated annual LSAP fees after the included 1st year for the above configuration: $16,496.00
Automated Workflow Module (software) is included with Laserfiche RioTM. If/when the Town wishes to implement
Automated Workflow, there will be additional development and configuration time required. We will be happy to assess
any Workflow implementation desires with you and provide any relevant fees at your request. (Fees will be based on the
number and complexity of the desired workflows to be implemented.) These additional service fees would not apply until
you are ready to implement this component.
GENERAL,
" ' 9 January 15, 2018
Town of Queensbury, New York
The number of record series that can be addressed within the above consulting days for Transparent Records Management
is approximately five(5). If you wish to use General Code to convert more record series,additional time will need to be
added for this service and a formal quote will be provide once the additional record series are identified and related
requirements are specified.
1. Adjustments to Performance Schedule; Rescheduling.
Adjustments to Schedule. Upon the mutual consent of the Town and General Code, the "Performance
Schedule" may be changed or extended as outlined below.
Rescheduling. The Town must notify General Code, in writing, immediately upon learning or otherwise
becoming aware, of any difficulties that may delay the delivery of services or deliverables. Such
notification must identify the reason for the delay, as well as the anticipated period of delay.
Travel-related penalties incurred by General Code due to a change in the Installation/Training schedule
by the Town may be charged directly to the Town unless the delay is a result of a state of emergency.
2. Contract Cancellation Policy.
If the Town chooses to cancel this contract, it must do so in writing. The Town will be billed for the
following contract-related expenses incurred and services provided up to the receipt of written contract
cancellation,including:
• Any and all travel-related expenses incurred by General Code,
• Any and all consultation, installation and training services performed by General Code,
• Any and all software-related expenses incurred by General Code as per the Laserfiche Software
Return Policy.
3. Laserfiche Software Return Policy:
• Unopened and not activated products can be returned within 30 days from the date of purchase
at no charge.*
• Unopened and not activated products returned between 31 days to 120 days from the date of
purchase will incur a 15% restocking fee on the original purchase price.*
• There is no return of products over 120 days from the date of purchase.
• There is no return of products that have been opened or activated.
*Return Credit, less applicable charges, will only be given after Laserfiche receives a letter of confirmation
that the software was not opened or activated.
GI:\GIZ:1L
10 January 15, 2018
Town of Queensbury, New York
AUTHORIZATION & AGREEMENT
The Town of Queensbury, New York hereby agrees to the procedures outlined above, to General Code's
Content Management Solutions Terms&Conditions and to the License Agreements for the software referred
to above, all of which are available at http://cms.generalcode.com/terms-conditions, and are incorporated
herein by reference,and authorizes General Code to proceed with the project.
Electronic Document Management Project $85,851.00
Estimated Annual support fee second year forward(LSAP): $16,496.00
Note: This estimate is subject to change based upon the then-current support prices for that year.
SOFTWARE ORDER, PAYMENT AND PERFORMANCE SCHEDULE
All software components will be ordered approximately three weeks prior to installation and shipped to
customer. The software maintenance(annual support)will start 30 days after software order.
• 50%of the project price shall be invoiced upon authorization of the project—payable within 30 days
of authorization.
• 50%of the project price shall be invoiced upon completion of the installation and training.
LASERFICHE PUBLIC PORTAL/WEBLINK PRODUCT
The Town accepts all responsibility for reviewing documents to ensure confidential and secure information
is protected when made available to outside entities using the Laserfiche Public Portal/Weblink product.
The Town accepts all responsibility for reviewing documents to ensure confidential and secure information
is protected when made available to outside entities using the Laserfiche Public Portal/Weblink product, if
said component is selected and installed.
(Client please fill out) Invoice for this Project to be sent to:
Department: Contact Name:
TOWN OF QUEENSBURY, WARREN COUNTY, NEW YORK
By: In the Presence of:
Title: Title:
Date: Date:
GENERAL
11 January 15, 2018
Town of Queensbury, New York
GENERAL CODE, CMS, LLC
By: In the Presence of:
Title: Title:
Date: Date:
1. Sign the Proposal
2. Fax or email the Authorization&Agreement Section only to: Sales@generalcode.com•fax(585)328-8189
3. Mail the signed Proposal to General Code at: 781 Elmgrove Road•Rochester,NY 14624
General Code will then sign and mail a copy of this agreement back to the Town for its records.
GENERAL,
:•:.:�;.: ,; ,...,.. 12 January 15, 2018
Town of Queensbury, New York
APPENDIX A - PC AND SERVER SPECIFICATIONS
Please refer to the Minimum Laserfiche Rio Hardware Specs PDF that was sent under separate cover for PC
and Server Specifications detail.
*Please note: Laserfiche Rio requires a Microsoft Server Operating System (2008 and above),as well as
Microsoft SQL Server(2008 and above). Refer to the above mentioned document for more granular
specifications.
GENERAL
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c,: ''°' ''' -°'" 13 January 15, 2018
Town of Queensbury, New York
APPENDIX B - DESCRIPTION OF RECOMMENDED COMPONENTS
Laserfiche Rio Laserfiche Rio is functionality and simplicity combined into an enterprise
document/content management solution. Rio includes document
management, business process management and Web publishing for your
entire enterprise,all in one bundle. Rio's named-user licensing makes
budgeting and purchasing easy—all you need to do is count the number of
users.And with its tiered pricing structure, Rio becomes more affordable
with increased number of users.As your organization grows, Rio scales easily
to accommodate new departments and an expanding workforce. In addition
to volume discounts on user licenses, Rio includes an unlimited number of
servers,so you can create failover clusters, redundant servers, departmental
servers,or whichever structure best fits the way your organization runs.
Included:
Laserfiche Automated Workflow Module: The Laserfiche
Automated Workflow Module is a robust component that facilitates
the flow of documents. By automating the flow of documents
and/or folders between users,work can be distributed to different
users in an orderly and predetermined manner. The Laserfiche
Automated Workflow Module also can help enforce timelines by
sending e-mail notifications when routed items are inactive beyond
a designated time or when documents arrive in certain folders.
Laserfiche Workflow activities can be triggered by any activity
within your Laserfiche database.
Web Access is a browser-based thin client offering virtually all of
the document management capabilities of the thick client interface.
Authorized users organization-wide can simultaneously access
documents,whether they are accessing Laserfiche from their desks
or a remote location. IT can add new users without installing
software on individual workstations. Users access Laserfiche
through a Web browser.Authorized users scan,index and otherwise
manage documents with Web Access. Staff can also search,
retrieve,create, move, rename and annotate documents from the
Web. Web Access has real time access to the Laserfiche repository,
which means that information input into Laserfiche is instantly
available to all users,whether connected directly to your server, or
using Web Access.
Laserfiche Mobile/App is an app that lets you capture, upload,and
securely access and work with documents in and outside your
Laserfiche repository while on the go.You can review and submit
forms from the app as well. You can browse for documents in a
folder structure;search the entire repository or a specific folder;
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Town of Queensbury, New York
create,copy, move, rename,sign, download, print,and delete
documents; modify document fields;view annotations;submit and
approve forms;view and work with offline documents and forms;
and start and view business processes.Additionally,you can add
documents to your repository from other apps,the mobile device's
gallery,or its camera.Gallery and camera images can be processed
and enhanced for easier viewing
Advanced Audit Trail provides you with the ability to track activity
within your Laserfiche database(e.g.,who accessed which
document when,who input a document,who added pages,or
moved a document,etc.). Advanced Audit Trail also tracks failed
attempts to access or change content and allows custom auditing
per trustee. It also tracks changes of rights to documents (who
changed which rights),tracks search events,allows supplemental
reasons for exporting, printing and e-mail,and supports of tracking
of printed documents via watermark. A built-in Report Wizard
guides you through creating auditing reports and enables you to
save frequently viewed reports. If you wish to create more
advanced reports,you can also use 3rd party reporting software,
such as Crystal Reports,with Audit Trail. Audit Trail is an excellent
tool for an added level of security and/or for monitoring staff
productivity
Laserfiche Digital Signatures allows you to automatically sign and
validate your documents as they are created, reviewed and archived
without leaving the Laserfiche environment. Digital signatures are a
form of electronic signature that acts like a "digital notary"to your
electronic assets,allowing you to verify the condition of your
documents for the duration of their lifecycle.
Laser-fiche Digital Signatures:
• Establish User Credentials
• Perform Trusted Validation Checks
• Validate Document Contents
• Optimize Business Processes
For more information on Laserfiche Digital Signatures(including
various compliance standards),go to:
http://www.laserfiche.com/en-us/products/Digital-Signatures
Laserfiche Forms Essentials allows all full named users,as defined
in the Laserfiche Administration Console,can sign in to Laserfiche
Forms,submit forms, access tasks,and perform any other action in
Laserfiche Forms that their Laserfiche Forms security settings allow
them (e.g.,creating or administering business processes).These
users are automatically retrieved from the Laserfiche Server and are
managed on the System Security page in Laserfiche Forms. Forms
GE:NERAL.
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c, .:F:t. :,:;-:;.,. 15 January 15, 2018
Town of Queensbury, New York
Essentials Full Users have access to the core features necessary to
design processes and forms.
Named Users Named users have the ability to utilize all of the features of the software,
including scanning, importing,file and volume management,search and
retrieval,annotations,e-mail routing and workflow participation,as
applicable and as security rights permit. Additional named user licensees can
be added at any time.
Included:
SnapShot Functionality: The SnapShot functionality allows
designated users the capability to print existing electronic files into
the Laserfiche system directly rather than having to print them out
and then scan them into the system.
E-Mail Functionality: The E-Mail Plug-in allows users to send
Laserfiche documents as e-mail attachments to anyone using a
MAPI-compatible E-mail system.
Laserfiche ScanConnect A software interface that allows Laserfiche to interface with a number of
supported scanners using the ISIS communication standard.
Laserfiche Pilot Public The Laserfiche Pilot Public Portal includes Laserfiche WebLink and concurrent
Portal read-only licenses. Laserfiche WebLink enables access to selected
documents via a web browser(for internal or external access)without
operator-heavy file conversion. The software converts your documents to
HTML on the fly and provides instant access to them from a Web browser.
Security is very important,and WebLink security will provide you with the
assurance that public documents can be accessed globally, but that robust
security will protect your sensitive documents.
— Includes WebLink and 25 WebLink only retrieval connections.
Rio Records Management RIO Records Management is a turnkey solution for managing imaged,
Edition electronic,and physical(paper) records. Records Management is fully
integrated within the Laserfiche interface, presenting a uniform look and feel
to all users and simplifying the adherence to records management rules and
policies. Records Management helps you to enforce consistent organization-
wide records policies regardless of location or content, provides secure
records tracking from cutoff to final destruction/disposition, and enables you
to manage your paper records from the same application as your digital
records. Records Management Edition (Laserfiche server software,
Advanced Audit Trail and the Records Management Module) is one of the
few software packages that have received Department of Defense records
management standard 5015.2 certification. These standards have also been
endorsed by the United States National Archives& Records Administration
(NARA).
General Code implements"Transparent" Records Management"for our
clients. Laserfiche Records Management Module enables the Records
Manager to maintain records in appropriate Record Series folders and to
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Town of Queensbury, New York
perform all records management functions,such as cutoffs,freezing,etc., as
appropriate. However,end users often wish to access these same
records/documents in a different organization to efficiently accomplish their
daily duties. This often results in "righteous friction"between the Records
Manager and end users-Who gets to have the records/documents
organized the way they want? Using"Transparent" Records Management
(Laserfiche Records Management Module,Automated Workflow and
Laser-fiche Security),everyone can have the organization they need/want
without interfering with the others' need. Also,with Transparent Records
Management,end users can input documents into the system without
knowing complicated records retention rules,and Laserfiche Automated
Workflow will automatically route the original to the Records Management
folders and shortcuts to the proper end user folder(s). See the attached
whitepaper for a more detailed description of Laser-fiche Transparent
Records Management.
Laserfiche Connector Laserfiche Connector provides a streamlined experience for integrating
Laserfiche with line of business applications such as Customer Relationship
Management(CRM)and Enterprise Resource Planning(ERP)systems.
Laserfiche Connector integrates easily through user-defined hotkeys and
embedded icons.
Laserfiche Connector allows:
• Searching the Laserfiche repository based on fields from third-party
applications such as CRM and ERP systems. Both basic and
advanced searching are supported. If only one result is found,the
document will automatically open in the Laserfiche Client,
Laserfiche Web Access or Laserfiche WebLink.
• Launching Laserfiche Scanning and automatically populating
metadata for the scanned documents with information from a
third-party application.
• Connecting two applications by allowing one of them to start the
other(including the ability to pass parameters between them).
• Choosing whether any of the above actions are activated from a
keyboard shortcut,a button embedded in the application's title bar,
or both.
Laserfiche Forms Laserfiche understands that forms are a key component of many
Automation* organizational business processes. If the base ECM application is considered
the"engine," many consider automated forms the"transmission"that drives
*limited to installation on paperless business processes.
one server
Therefore, Laserfiche has designed forms automation solutions to help you
integrate this key element into your overall ECM strategy:
• PDF Forms Automation through Laserfiche Workflow. Built into the
core Laserfiche Workflow are activities specifically designed around
automating PDF forms. Some of these workflow/process activities
GENERAL
�FV�FJ
°� ` 17 January 15, 2018
Town of Queensbury, New York
include: retrieving values from a PDF form and storing them as tokens;
pre-filling portions of a PDF form;verify PDF signatures,and more.
• Laserfiche Forms Professional is a product that provides a solution for
organizations to build web forms and manage their business processes.
Laserfiche eForms has a drag and drop graphic user interface which
allows business users to easily model their processes and design the
forms associated with the process.The web based application provides
out-of-the-box integration with the Laserfiche ECM suite,as well as the
ability to automate complicated processes and integrate with external
systems.You can set security levels to designate administrators or users
for each process.Also,you can assign a form to a specific user or group,
making team collaboration easy and secure.
• Forms Portal expands the functionality in Laserfiche Forms to include
publicly available forms that users can fill out anonymously.Without
Forms Portal,users must sign in before filling out any forms. Forms
Portal is licensed per instance, meaning you have a separate Forms
Portal activation key in addition to your standard Forms activation key. If
you have the Forms Portal,anybody can submit a form. Public users do
not need to sign in to Forms or have a Laserfiche account.
Laserfiche Quick Fields Included with QuickFields Core:
Core
Basic Quick Fields enhances and cleans up images, provides a location
zoom to facilitate entering index data information,and streamlines
document previewing. Basic QuickFields is the required foundation
module for all advanced QuickFields components.
Quick Fields Zone OCR allows you to automatically extract index
information from an image(rubberbanding capability to select a given
area with the mouse).Zone OCR can capture machine-readable text
from the designated zone to automatically populate key index fields,
name documents and file in Laserfiche. Zone OCR is ideal for uniform
documents,where the same spot on each contains relevant index
information.
Quick Fields Pattern Matching identifies patterns or formats that
recur(such as dates, initial letters, etc.) and allows extraction of
certain data within that pattern. Pattern Matching also enhances the
capture capability of Zone OCR. For example, Pattern Matching
enables you to file documents in an alphabetic folder(e.g., "A", "B")
based on the initial letter of a last name,or in a "year"field based on
the last digits of a date.
Quick Fields Bar-Code helps in the scanning process by automatically
breaking up large groups of documents and automating population of
index fields. Bar-coding saves valuable time while maximizing the
number of documents that can be processed daily.
GENERAL
"''" is January 15, 2018
Town of Queensbury, New York
Quick Fields Real-Time Lookup enables you to extract data from 3rd
party databases to automatically populate Laserfiche template fields.
GL;NL:IZAL,
19 January 15, 2018
Town of Queensbury, New York
APPENDIX C - INSTALLATION, TRAINING AND SUPPORT
Pre-Installation Teleconference and Technical Review
Prior to the on-site installation and training,one of General Code's technicians will work with your technical
staff or consultant to review the hardware and other technical requirements and ensure that all hardware is
ready for the installation. We will also work with your designated contact person to establish the agenda for
the on-site days.
Customized,Hands-On Training
General Code provides practical hands-on training sessions to ensure that your users keep pace with "best
practices" and that your Laserfiche system continues to provide your organization with the maximum
efficiencies possible. Our training experts will come on-site to your facility and provide thorough training for
your staff with manuals customized to your specific system and needs. Whether you are a new Laserfiche
user or an existing user seeking refresher training,we pride ourselves on maintaining a team of trainers who
can relate to users at any level of expertise.
Our standard Laserfiche user training covers the basic functions of the program and provides you
with the necessary skills to put the system into immediate use. Based on the file organization and file
naming structures that were determined by your organization,the training covers input,search and
manipulation features using your documents to address file-organization and file-naming structures
Administrator Training covers the system administrative functions and typically takes place
throughout the on-site sessions, as appropriate.
Support and Maintenance
With the purchase of a Laserfiche System,the customer will also have the Laserfiche Software Assurance
Plan ("LSAP")—support and maintenance agreement. LSAP is renewable on an annual basis and was
created to deliver critical program updates and provide ongoing technical support for your Laserfiche ECM.
With LSAP,you will always be confident that you are receiving the very best performance and quality
possible.
Technical Support
"Technical Support"covers all questions that might arise with your Laserfiche system should a technical
issue arise. Technical Support covers the installation of software patches and minor upgrades,as
appropriate.
The first line of technical support is via telephone, using our toll-free number(800-836-8834)or via e-mail at
Ifsupport@generalcode.com. Many clients who call or e-mail General Code's Laserfiche support desk are
connected immediately with a technician who is able to discuss your issue with you at that time. However,
should all helpdesk technicians be engaged with other clients at that time,they will return your call/e-mail
as soon as they are available. With Basic LSAP service,technical support requests not immediately
addressed are guaranteed to be acknowledged within 8 business hours. However,we find that the majority
of call-back times are within two hours.
Gi.NERAL.
••a 20 January 15, 2018
Town of Queensbury, New York
When you contact us with a technical issue,General Code's support technician will discuss the situation with
you. If there are more detailed diagnostics needed,the technician will log into your system remotely, using
the Internet. In this way,the technician can see what the user is seeing,do diagnostics,and generally
remedy the situation remotely during this initial contact. In situations that require additional research or
work by the technician,we will let you know what still needs to be done,along with a timeframe for getting
back to you. You will also receive a Case number for future reference.
All technical support issues(along with their resolution or current status)are logged into General Code's
support database,and the current status of any open work order is available to you at any time during
normal business hours by calling General Code's helpdesk and providing your Case number. This log also
enables all of our support technicians to know the history of your system, providing consistency and
efficiency in our services to you.
By providing remote diagnostics and remediation to our customers,we can provide you with quick
resolution of your issues to keep you up and running. General Code's helpdesk receives accolades from
our clients constantly for the quality and timeliness of their assistance, as well as for their"user friendly"
personalities.
Software Patches and Upgrades:
In addition to receiving technical support, customers with a current LSAP contract will receive critical
program updates within the current version of Laserfiche. This is extremely important because
Laserfiche document-imaging systems are continuously improved to be even more powerful and efficient.
You will receive routine system updates released by the manufacturer after a period of additional General
Code in-house testing, as applicable. These patches and software upgrades are available for download at
our FTP site. Customers are given the option of applying the patches themselves or having one of our
Laserfiche technicians apply the patch remotely.
There is no additional cost for the installation of minor software updates or patches (typically called 'point
releases'). Major software updates (typically called 'version releases')may have associated service charges
to install, upgrade,or to migrate your Laserfiche software to the new major release level. Related training
on new functionality of the upgraded software may also have associated service charges. Any additional
charges will be outlined and quoted to you in advance.
LASERFICHE OFF-HOURS SYSTEMS UPGRADES:
At times it is a requirement that Laserfiche systems upgrades are done during off hours or over the weekend
to minimize operational interruptions. General Code is happy to work with our customers to accommodate
these requirements. With changes in the law regarding payment of overtime for non-exempt helpdesk staff
that are involved in doing work after hours or over the weekend,they must be paid overtime. General Code
is going to begin charging a nominal fee for the off-hours work to cover this new expense. The charge will
not exceed$500.00 for the time involved.
C:i;N FRAC
1.1017.
"' ` '"' '' 21 January 15, 2018
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Content Management
GC Streamline FOIL STATEMENT OF WORK
FOIL Process
Constituent fills out FOIL Request form
Constituent will receive an email notifying them that the request has been received.
Designated triaging staff member receives an email stating that a FOIL request has been submitted to them with a link
to the assigned task
If the constituent didn't enter an email address an additional task will be sent to the triaging staff member
to print and mail the receipt message to the constituent
Designated triaging staff member reviews the constituents foil request to see if it can be fulfilled by one of their
Customer's departments
If upon reviewing the request,the staff member If Upon reviewing the request,the staff member
determines that their municipality can fulfill the request determines that their municipality cannot fulfill the
they will go to the repository to verify the request hasn't request they will reject the request and enter a reason
been recently filled by a previous submission for the rejection
This Process is Continued on the next page The Constituent receives an email stating that the
request has been rejected due to the entered reason
If the constituent didn't enter an email address an
additional task will be sent to the triaging staff
member to print and mail the rejection message to
the constituent
The Process is now Complete and the form is saved
to the request folder in the Laserfiche Repository
and the folder is moved to completed
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Content Management
The staff member goes to the repository to verify the request hasn't been recently filled by a previous submission
1
If the request has not been recently filled this is noted If the request has been recently filled then the triaging
on the form and the triaging staff member selects the staff member will note this on the form
appropriate departments to complete the records • They will then paste the link to the documents on the
retrieval form
• The staff member will then approve the request
The triaging staff member then enters a name for the
Records request folder,this field will default to the Last
Name and First Name of the requestor
A task will then be generated for the Records Manager
Note that the basic default work flow allows for 6 to review the documents and ensure all needed
departments to receive record retrieval requests at one redactions are complete
time.Additional departments can be added at
additional cost
The workflow to name the records request folder can The constituent will then receive the records in
be modified at additional cost whatever format they selected.See further down in the
process for detailed breakdown of the delivery process
A folder is then created within the Laserfiche repository
for the request using the name entered in the form The Process is now Complete and the form is saved to
the request folder in the Laserfiche Repository and the
folder is moved to completed
The previously designated departments receive an
email stating that a FOIL request has been assigned to
them with a link to the assigned task
1
This Process is Continued on the next page
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Content Management
The assigned departments review the request and locate the requested files.
They then transfer the files to the request folder,
The assigned department then goes to their forms task and selects either"Records Found"or"Unable to Find
Records"and enters any comments
Once all assigned departments mark their task as "Records Found"or"Unable to Find Records"
The Triaging Staff member will review all the department tasks and their comments if there are any.The Triaging Staff
member will also ensure all requested documents were located.
Upon reviewing the documents and the departments comments the Triaging staff member can choose to approve or
reject the request.
If the Triaging staff member approves the request If the request is rejected the Constituent will receive an
a designated Records Manager(s)will receive an email email stating that the request has been rejected due to
telling them that a records request has been assigned the entered reason.
to them for redaction.
If the constituent didn't enter an email address an
The records manager will review the requested additional task will be sent to the triaging staff
documents and to make any necessary redactions. member to print and mail the rejection message to
the constituent.
Once the redactions are completed the records
manager will note this on the task and the task will
close
The Process is now Complete and the form is saved to
the request folder in the Laserfiche Repository and the
The requested document will be delivered to the folder is moved to completed
constituent based on the delivery method that they
have selected.
See the next page for more details on the delivery
processes.
Once delivery is completed the form is saved to the
request folder in the Laserfiche Repository and the
request folder is moved to completed
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Deliver by Mail:
If the requestor has selected to receive the documents by mail a designated staff member will receive an email stating
that a task to mail the requested documents has been assigned to them.Once the documents have been mailed the
staff member will complete the task.The process will then be completed.
Requestor Pickup:
If the requestor asked to pick up copies of the requested document they will received an email stating that their
records are ready to be picked up.
A designated staff member will be assigned to a task to hold the records for the constituent to pick up. Once the
records are picked up the staff member will note this on the task and the process will be completed.
If the task is not completed within a certain number of days the constituent will receive an email reminding them to
pick up their requested records.
After the second reminder email if the constituent has not picked up their documents in a chosen amount of days the
designated staff member will receive an email stating that the constituent has not picked up the requested
documents and the task needs to be terminated
The time frame for the constituent to pick up the documents can be customized as well as the time frame for the
reminder emails.
Deliver by email:
If the documents are smaller than 20 MB they will be attached to the email and there will be a line in the email telling
the constituent that their documents are attached
If the documents are too large to be emailed the constituent will receive an email stating this and asking them to
please contact the Municipality
o The Delivery Staff member will also be assigned a task to contact the constituent to discuss a new delivery
method
The maximum size of attachments can be customized to meet the Municipalities needs.
41 Page
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AIM
Content M3nagement
Form Fields
Records Request Submission
This is the form that the constituents will see when submitting a records request through the Laserfiche Forms Portal
Field Label Field Type Required? Formatting/Validation
First Name FreeText—Single Line Yes
Last Name Free Text—Single Line Yes
Email Email No Will be marked as required if
email or pick-up is selected
as preferred delivery method
Business or Organization Free Text—Single Line No
Phone Number(?) Free Text—Single Line No
Address Address Yes
Records Requested Free Text—Multi-line Yes
Preferred Method of Delivery Drop Down: Yes Email
Postal Service
Pick Up
Request Routing
This is the form that the designated triage staff member will see after a constituent submits a request
Field Label Field Type Required? Formatting/Validation
First Name Free Text—Single Line Yes Read Only Completed by Constituent
Last Name Free Text—Single Line Yes Read Only Completed by Constituent
Business or Organization Free Text—Single Line No Read Only Completed by Constituent
Phone Number(?) Free Text—Single Line No Read Only Completed by Constituent
Address Address No Read Only Completed by Constituent
Records Requested Free Text—Multi-line Yes Read Only Completed by Constituent
Preferred Method of Drop Down: Yes Read Only Completed by Constituent
Delivery
Has this Request been Radio Yes Yes/No
fulfilled before
Bypass Review: Public Free Text No Question is shown if Yes is selected for"Has this
Records Already Exist Request been fulfilled before"
Please Check All Check Box Yes List of Departments
Departments that need
to locate records Question is shown if No is selected for"Has this
Request been fulfilled before"
Records Request Folder Free Text Yes Question is shown if No is selected for"Has this
Name Request been fulfilled before"
Defaults to Last Name, First Name -Submission
Date
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Request Department Assignment
This is the form a department assigned to search for records will see after request has been triaged
Field Label Field Type Required? Formatting/Validation
First Name Free Text—Single Line Yes Read Only Completed by Constituent
Last Name Free Text—Single Line Yes Read Only Completed by Constituent
Business or Organization Free Text—Single Line No Read Only Completed by Constituent
Phone Number(?) Free Text—Single Line No Read Only Completed by Constituent
Address Address No Read Only Completed by Constituent
Records Requested Free Text—Multi-line Yes Read Only Completed by Constituent
Preferred Method of Drop Down: Yes Read Only Completed by Constituent
Delivery
Has this Request been Radio Yes Read Only Completed by triage staff member
fulfilled before
Records Request Folder Free Text No Read Only Completed by triage staff member
Name
Date of Request Fulfillment Date Yes Read Only—Defaults to Date Department
Completes task
Date Document Mailed Date Yes Only Shown if"Postal Service" is selected for
preferred delivery method
Defaults to current date
Last Date of Pickup Date Yes Only Shown if"Pick-up" is selected for preferred
delivery method
Defaults to current date
Repository Storage
Repository Folder Structure
• "Public Records Requests"-Folder
o "Active"-Folder
o "Completed"- Folder
■ Request"Defaults to Last and First Name of the Constituent but can be changed by the Triaging Staff
member"-Folder
❖ "Form Submissions"—Folder
> Initial Form Submitted
> Final Form
"Documents"—Folder
> Records retrieved by departments
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Content Management
Standard Customizations
Forms
The following items on forms can be edited to meet the needs of the customer:
• Field order
• Field Labels
• Field Required or not Required status
• Read-only status
• Formatting/Validation of field responses
• Additional Simple Information Fields can be added as needed, more complicated field adds such as ones that include
data look ups will require additional scoping and cost
o It is the discretion of General Code to decide if a requested additional field is simple or not
Task Assignments
As part of the foil process there are different roles that are assigned tasks in order to complete the request.The person
or persons who will complete these tasks are fully customizable. Below is a table of all these roles and their
responsibilities.
Due dates and priorities of each task can also be customized to meet the customers' needs
Role Licensing Structure Tasks Due Date Priority
Triaging Staff Full Laserfiche user or Mail Receipt of Request to 5 days after None
Member Forms Participant and Constituent if no email provided request submitted
Public Portal User Check the Laserfiche Repository to see 5 days after task None
if request was previously filled, received
Triage request to department to
obtain records or Reject Requests that
cannot be fulfilled
Verify all departments have found the 5 days after task None
needed documents and review their received
comments and approve task for next
step or reject
Departments Full Laserfiche User For Review Assigned Task and Records 10 days after task None
Responsible for each department Requested Form received
Records Locate requested records
Copy/Scan requested records to
request folder
Confirm/Deny ability to locate records
Records Manager Full Laserfiche User Review Assigned Task and Records 5 days after task None
Request Forms received
Review all requested documents in
Laserfiche
Verify documents can be shared and
redact information as needed
Confirm Documents ready for release
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Content Management
Records Delivery Full Laserfiche user or Review Assigned Task and Records None None
Staff Member Forms Participant and Request Forms
Public Portal User Create Copies of requested Data and
Mail to Constituent
Mark Task Completed
Review Assigned Task and Records None None
Request Forms
Create Copies of requested Data and
Hold them for Constituent to pick up
Mark Task Completed
Close Task if a constituent has not 32 days after None
picked up requested documents Request has been
fulfilled
Emails-
• The wording of all automatically generated emails can be edited to meet the needs of the customer.
• Additional variables from the forms can also be added to automatically generated emails if needed.
• The form can be attached to each email as needed.
• Additionally, Reminder emails can be generated for aging tasks at the customer's request
• See below table for all automatically generated emails.
Email Subject Sent To Email Wording
Your Public Records Requesting Dear{/dataset/First_Name}{/dataset/Last_Name},
Request Has Been Constituent
Received Your public records request submitted on{/dataset/Date_1} has been
received by the City.Your Request will be reviewed by our team and
you will be notified of its completion or denial within 5 business days.
Thank you,
City Clerk
A Public Records Triaging Staff A Records Request has been submitted for{/dataset/First_Name}
Request has been Member {/dataset/Last_Name}without an email address. Please print the
submitted without message beneath the line and mail it to address below within 5
an email address business days. Once Mailed please mark this request as complete.
{/dataset/Address}
Dear{/dataset/First_Name}{/dataset/Last_Name},
Your public records request submitted on {/dataset/Date_l}has been
received by the City.Your Request will be reviewed by our team and
you will be notified of its completion or denial within 5 business days.
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Thank you,
City Clerk
A New Public Record Triaging Staff Hello,
Requests Needs To Member You have a new public records request to be assigned to a department.
Be Assigned
Your Public Records Requesting Dear{/dataset/First_Name}{/dataset/Last_Name},
Request Has Been Constituent
Rejected Your public records request submitted on {/dataset/Date_1}has been
rejected for the following reasons:
{/dataset/_comment}
Thank you,
City Clerk
A Public Records Triaging Staff A Records Request has been rejected for{/dataset/First_Name}
Request has been Member {/dataset/Last_Name}and an email address was not provided. Please
rejected without an print the message beneath the line and mail it to address below within
email address 5 business days. Once Mailed please mark this request as complete.
{/dataset/Address}
Dear{/dataset/Name}{/dataset/Last_Name},
Your public records request submitted on{/dataset/Date_1}has been
rejected for the following reasons:
{/dataset/_comment}
Thank you,
City Clerk
New Public Records Departments Hello,
Request Responsible
for Records There is a new public record request that needs to be fulfilled. Please
find the appropriate record in the Laserfiche repository and copy it into
the following folder:
{/dataset/Records_Request_Folder}
Thank you
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Content Management
Please Review Triaging Staff Hello,
Completed Records Member
Retrieval Tasks The Records Request for{/dataset/First_Name}{/dataset/Last_Name}
has been reviewed by all of the following departments:
{/dataset/Send_Request_To_}
Please open your assigned task to review the departments comments
and please ensure all needed documents have been added to the
request folder.
Once all necessary documents are located please approve this task.
If you are not able to fulfill this request please enter a comment in the
task and reject it so that the constituent will be notified.
Thank you
A Public Records Records Hello,
Request Needs Manager
Redacting Please make sure the documents in this public records request folder
are properly redacted.
{/dataset/Records_Request_Folder}
{/dataset/Bypass_Review Public_Records_Already_Exist}
New Public Records Records Hello,
Ready to Mail Delivery Staff
Member Please print the following records from Laserfiche and mail them to the
address below:
{/dataset/Bypass_Review Pu blic_Records_Already_Exist}
{/dataset/Records_Request_Folder}
Name:{/dataset/First_Name}{/dataset/Last_Name}
Address:{/dataset/Address}
Your Public Records Requesting Dear{/dataset/First_Name}{/dataset/Last_Name},
Request has been Constituent
fulfilled The records that you requested on{/dataset/Date_1}have been located and
will be mailed to the address provided.
Thank you,
City Clerk
Your Public Records Requesting Dear{/dataset/First_Name}{/dataset/Last_Name},
Are Ready for Pick Constituent
Up The records that you requested on {/dataset/Date_1}are ready for pick
up at City Hall.You must pick up the records within 30 days or your
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Content Management
request will be cancelled.
Thank you,
City Clerk
Public Records- Records Hello,
Hold for Pick Up Delivery Staff
Member Please hold the following records for pick up by{/dataset/First_Name}
{/dataset/Last_Na me}:
{/dataset/Records_Request_Folder}
{/dataset/Bypass_Review_Public_Reco rds_Already_Exist}
5 days left to pick up Requesting Dear{/dataset/First_Name}{/dataset/Last_Name},
your public records Constituent
The public records that you requested on {/dataset/Date_1} have not
been picked up. If you do not pick them up by end of business in 5
days then your request will be cancelled and you will have to file a new
records request.
Thank you
Public Records For Records The following person has not picked up the requested public records.
Pickup-Cancel Delivery Staff Please terminate the process.
Request Member
If this message has been sent in error, and the records were picked up,
please select the Records Picked Up option.
Your Records Constituent Hello, %(RetrieveRequestDetails_First_Name)
Request has been %(RetrieveRequestDetails_Last_Name)
fulfilled
The public records that you requested on {/dataset/Date_1) have been
located and are attached to this email. Please contact the Town Clerk at
(###)###-####if you have any questions regarding these records.
Thank you
Your Records Constituent Hello{/dataset/First_Name}{/dataset/Last_Name},
Request has been
fulfilled The public records that you requested on{/dataset/Date_1} have been
located. Unfortunately,the records that you have requested are too
large to email. Please contact the Town Clerk at(###)###-####to
discuss how you can obtain these records.
Thank you
Repository Usage
As a part of the GC Streamline FOIL process all documents will be located within the Laserfiche Repository.As part of
this process the following items can be customized within the repository:
• Storage Location of the Request Folders
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• Templates and Required Meta Data for Request Folders and the forms document
• Up to 5 Saved Searches to locate requests
• User Permissions to FOIL Request Folders
• Routing to Records folder for FOIL Requests if Records Management Module is Available and Implemented
Form Display
We can modify the way the form is displayed in the following ways:
• Add Customer Logo/Seal
• Mimic Color,text and Formatting of Customer's Current Website
FOIL Process Add-ons
Any requested changes to the basic workflow of the GC Streamline FOIL process will need to be scoped out to determine
development time and additional costs will be applied based on the scoping.
Here are some examples of additional add-ons:
• Triaging Requests to more than 6 departments
• Tracking and assigning cost to requests that require physical media to be produced by the Municipality
• Modify the Request Folder Workflow to automatically create a folder name rather than using a name entered by the
Triaging Staff Member
Development,Training and Project Management
If no additional customization is being done then the Streamline needs to include project management time, 2-days
remote development, 2 Days Remote Install and Training
Additional time may be needed depending on added customizations.
If onsite time is preferred it can be included at additional cost
The project management team will meet with customer to review the form and the process.The project management
team will also review all standard customizations with the customer and document their preferences.
Assumptions
• Any request without an email address provided will require that that the triaging staff member to manually contact
the Constituent
• The customer is not tracking expenses related to the requests
• Customer must have the following Laserfiche applications
o Laserfiche Version 10.2.1 or Forms Professional
o Laserfiche Forms Portal
o Latest Version of Laserfiche
• If the Customer does not have public portal all users impacted by this process must have full licenses
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Content t".anagemant
Virtualization Considerations for Laserfiche
Laserfiche recommends using VMware software but Laserfiche has also successfully worked with the
following vendors:
• Microsoft Hyper-V
• XEN Hypervisor(open source)
• Citric XenServer
A SAN is essential for a virtual environment
Laserfiche recommends configuring the Laserfiche Server and SQL Server on separate virtual servers
(located on the same or different physical servers).
Laserfiche Test have shown SQL performs better on a physical box than on a virtual machine
The application data (listed below)should be stored on a direct-mounted LUN:
• Repository directory and audit logs (Laserfiche Server')
• Volume Files(Laserfiche Server)
• Database(MFD) Files(SQL Server)
• Transaction (LDF) Logs(SQL Server)
In very high traffic situations,Microsoft SQL Server or Oracle Database can become a significant
bottleneck. If you encounter this problem,we recommend the database server run in an un-virtualized
environment on a dedicated high-performance input/output(I/O)subsystem.
When Laserfiche application data (e.g.,volume and database files)are stored on a SAN that uses
network RAID, users will see an improvement in both performance(especially in high-traffic situations)
and overall system availability.
Laserfiche recommends that you meet or exceed the hardware requirements provided by your
virtualization vendor.
If your Laserfiche Repository is mission-critical and must be available at all times,to the extent that
downtime causes significant loss in revenue and/or productivity we recommend investing in a high
availability(otherwise known as failover)solution.
It is Laserfiche's recommendation to Utilize Virtual Hard Disk and SAN thin provisioning simultaneously,
to maximize your storage efficiency.According to behavior that Laserfiche has observed there are
virtually no performance ramifications for doing so. Keep in mind,however,that the storage
administrator must be vigilant about disk usage,as over-provisioning can become a problem. In other
words,when thinly provisioning at two different layers,there are two hard limits to be concerned with,
and "insufficient space"errors,which may lead to major errors and downtime,are more likely to occur if
administrators do not actively track disk usage.
'Note:these two components can be separated from each other,if necessary.
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For Laserfiche systems,thin provisioning can significantly help storage administrator's deal with growth
of Laserfiche volumes and databases.
An offsite backup plan—which usually includes scheduled tape or DVD backups,after which the backup
medium is stored offsite—are highly recommended for all Laserfiche deployments to ensure data
protection.
For mission-critical deployments of Laserfiche, however,protection of data alone is not sufficient,as a
speedy return to service availability is also required. In a mission-critical deployment it may be necessary
to invest in a remote failover location to bring online almost immediately after a disaster. If you have
virtualized the server operating systems that are hosting your Laserfiche components, Laserfiche
recommends that you do not store both the operating system and application data in the same disk
drive in order to make your backup data transfer more efficient.
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