HomeMy WebLinkAbout4.07 DocumentImagingSUBJECT:
CITY CLERK
# 160-80
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 16, 1999
Purchase of an Automated Document Storage and Retrieval System.
Report prepared by: Nick Stevens, Izffonna~'on Systems Manager and
Kay Keck, City Clerk
ATTACItMENTS:
1)
2)
3)
Resolution Authorizing Staff to Purchase Document Storage and
Ketfieval System
Budget Change Form
Bid from Compulink Management Center, Inc.
RECOMMEN3)ATION~
Adopt Resolution awarding Contract to Compulink ($51,610); approve Budget
Change Form, and authorize Staff to proceed with purchase and installation
of Document Storage and Retfieval System.
FINANCIAL STATEMENT:
The original budget for the system is $38,220 from the Automated
Document Storage and Retrieval System fund.
The low hid received for the project, including a 1.0% contingency,
exceeds the budget for the project. It .iS therefore necessary to approve
an additional appropriation from the Unalloeated Reserves in the amount
of $13,400.
DESCRIPTION:
At the City Council meeting of September 21,1999 the Council authorized Staff to solicit bids for an
Automated Document Storage and Retrieval System.
The City of Dublin intends to purchase and implement a document imaging system, which will reduce the
number of paper documents stored by the City, and provide electronic search and display capabilities for
stored documents. In addition, the system will also provide the following capabilities:
· security and backup for critical documents; .
· provision of an indexed lookup and retrieval system for stored documents;
· a gradual reduction in the number of archival documents already stored by the City; and
· a reduction in duplication of documents, by providing online access to shared documents.
COPIES TO: Bidders
ITEM NO.
The initial system shall primarily serve the City Clerk and Building Departments.
expanded to other City departments over the next few years.
The systerm, may be
A document imaging system will provide many benefits to the City. On a basic level, document imaging
makes search and retrieval faster and more complete, expands access to information, decreases storage
needs and prevents lost, misfiled or damaged documents. To meet all of the City's needs, Compulink is
proposing to use LaserFiche Document Imaging Software. This is the same system that Compulink
installed for the City of Pleasanton. Using this system, the City will be able to turn documents into
electronic images, OCR and index those documents, then find and retrieve them in seconds from any
workstation. In addition, LaserFiche is expandable and will integrate completely with the City's current
hardware and software systems.
Compulink will provide two full-access imaging workstations running LaserFiche NT Client/Server. Using
client/server architecture will allow the City to easily increase the number of full-access workstations when
the need arises. These two workstations will be able to perform all records management functions -
including the ability to scan, electronically import, OCR, index, annotate, retrieve, print, fax, move, copy
and delete documents - depending upon the user's security rights within LaserFiche.
Compulink is proposing 50 view-only retrieval licenses, which will allow all departments to access the
system. Users will be able to search, retrieve and view images, text and annotations. Security features in
the LaserFiche software controls who has access to documents, from the folder level down to individual
words.
For the server, Compulink proposes a new dedicated HP Netserver LH3 Windows NT with dual Pentium
III 500Mhz processors. Storage will consist of a Level 5 RAID disk array of six 9.1 GB hot-swappable
hard drives. The RAID configuration allows for redundant duplication of data across the array of drives.
If a drive fails, another can be hot-swapped back in. The initial storage capacity of the server will be
45GB. This will offer the City enough online storage for approximately 1 million pages. Hard drive prices
have fallen dramatically in the last six months and are expected to fall further. By purchasing only 45 GB
at this time, the City will be able to take advantage of falling prices later. :
BID RESULTS:
Of the 17 vendors that received the RFP, four bids were received by the deadline:
Bids Received:
Compulink
Decision Management
Appleby & Co
Unified Solutions
$46,918.00
$66,317.17
$83,520.00
$71,448.00
RECOMMENI)ATION:
Staff has reviewed the bid results' checked with references, and recommends that the City Council adopt
the Resolution awarding the bid to Compulink. ($46,918 + 10% contingency = $51,610); approve the
Budget Change Form, and authorize Staff to proceed with the purchase and installation of a LaserFiche
Document Imaging System from Compulink.
2
RESOLUTION NO. -99
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING A CONTRACT TO COMPlYLINK FOR INSTALLING
AN AUTOMATED DOCUMENT STORAGE AND RETRIEVAL SYSTEM
WHEREAS, on November 4, 1999, City of Dublin Staff did publicly open, examine, and declare all
sealed bids for doing the work described in Request for Proposal for an Automated Document Storage and
Retrieval System, authorized by the City Council on September 21, 1999; and
WHEREAS, said bids were submitted to the Information Systems Manager and City Clerk, who
have recommended that the bid hereinafter mentioned is the lowest and best bid for doing said work.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves the contract with
Compulink for installation of an Automated Document Storage and Retrieval System ($51,610).
PASSED, APPROVED AND ADOPTED this 16th day of November, 1999.
AYES:
NOES:
ABSEN~F:
ABSTAIN:
ATTEST:
Mayor
City Clerk
K2/G/i 1 -I 6-99/i'eso~dis. doc
A'i'FACHHENT 1
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
__X__ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Other
Name: Name: Document Storage and Retrieval $13,400
System - Capital Ou~ay
Account #: Account #: 001-93970-750-073
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
REASON FOR BUDGET CHANGE ENTRY:
The tow bid for the document ima~ng and retrieval system was $13,400 over budget (including a 10%
contingency for unanticipated items that may need to be added to complete the installation of the s3~stem). This
budget change will allow the City to move forward with the implementation of this system, as approved by
Council as part of the City's 1998-2003 Capital Improvement Program.
City Manager: Date:
Mayor:
Posted By:
IIDUBZINF82k4SlFIN,4.NC_EtFREDF/ORD~iraaging .system budg~ change formdlOC
Signature
· As Approved at the CityC0uncil Meeting on:
Signature
Signature
Date:
Date:
Date:
A'i'rACHHEHT 2
Docume, nt Imaging System
City of Dublin
PROPOSALTO PROVIDE
A
Document Imaging System
No. 553-00
November 3, 1999
Prepared Especially for the
City. of Dublin
By
Compulink Management Center, Inc.
20000 Mariner Avenue
Torrance, California, 90503
(310) 793-1888
This proposal contains proprietary and confidential information that should not be disclosed to the general
public or people unconnected with the review and evaluation of proposals for the City of Dublin except as
required by law.
COMPULINK
ATTACHHENT 3
COMPULINK
Compulink Management Center, Inc. 20000 Mariner Ave. Torrance, CA 90503
voice: 310-793-1888. fax: 310-793-8531 eraall: info@laserfiche.com web: www. laserfiche.com
y,,/, ¢,
City of Dublin
Attn: Kay Keck
100 Civic Plaza
Dublin, California 64568
November 3, 1999
Dear Sirs/Madams:
The attached proposal is submitted in response to your Request for Proposal for a Document
imaging System for the City of Dublin. Compulink is the developer of the award°winning
LaserFiche® document imaging software as well as a respected systems integrator and consultant.
We are a certified WBE and MBE company with a twenty-year track record of successful
software installations. We are submitting this proposal to satisfy all the needs and requirements
stated in ),our RFP. LaserFiche Document Imaging Software, the core application for ),our
proposed system, has been dubbed the "Sherlock Holmes of Search." by PC Magazine.
LaserFiche earned this distinction by using full-text search, a flexible folder structure and
template indexing to automatically retrieve government documents from a variety of storage
media. LaserFiche software was designed specifically to meet the document imaging,
management and inte~ation needs of local and regional government agencies.
We have organized this proposal in the following manner to aid your review:
Section A. Explanation of Costs
Section B. Bid Forms
B. 1: Cost Summary and Features
B.2: Cost Breakdowns
B .3: Product Features
B.4: Explanation of Standard and Optional Features
B.5: Additional Infonnation
We are confident that after your review, you will find that LaserFiche and our other
recommendations are well suited to meet all your requirements. Compulink is well quailfled to
provide the City of Dublin with the solution to your document imaging needs, and we are
prepared to meet all of the stated needs of the City for ihis pilot phase, along with any additional
needs that may be identified in the future.
We would be pleased to discuss any aspects of this proposal with you, and to provide a
comprehensive demonstration of the LaserFiche document imaging software using your own
sample documents. Choosing LaserFiche for the City of Dublin will meet your objectives of
incorporating document imaging with your existing procedures and environment. We at
Compulink look forward to working with you on this important project.
Sincerely,
Lance R. Wayman
Vice President
Vincent Jadulang
Regional Manager
]Docume.nt Imaging System
City of Dublin
Contents
Executive Summary ............................................................................................iv
Section A: Explanation of Costs .........................................................................A
Section B: BID FORI~[S ...................................................................................B-1
Part B.i: Cost Summary And Signatures ......................................................B-1
Part B.2: Cost Breakdowns ..............................................................................B-2
B.2.1: Summary ......................................................................................................B-2
B.2.2 DeliVery Time ................................................................................................B-2
B.2.3: Base System ..................................................................................................B-3
B.2.4: Design / Customization ...............................................................................B-3
B.2.5 Installation .....................................................................................................B-4
B.2.6: Training ..................................................................................~. ....................B-4
B.2.7: Manuals / Documentation ...........................................................................B-4
B.2.8: Maintenance and Support ..........................................................................B-5
B.2.9: Other Costs ................................................................................~ .................B-5
Part B.3: Product Features ...............................................................~ ............:.B-6
B.3.1. General .........................................................................~.. .............................B-7
B.3.2. Document Scanning And Storage ................., .............~ ..............................B-7
B.3.3. Document Search, Retrieval, And Printing ............ i ..................................B-9
B.3.4. Other Program Features ..........................................................................B-10
Part B.4: Explanation Of Standard And Optional Features ..................... B-12
Part B.5: Additional Information .................................................................B-15
B.51:' Hardware Configuration ..........................................................................B-15
B.5.2: Required Attachments .............................................................................B-15
5.2.1: Sample Maintenance and Support Agreement ...............................................B-15
B.5.2.2.' Alternative Operating Systems ....................................................................B-18
B.5.2.3: References .....................................................................................................B-19
Appendix A .........................................................;. ................................................1
Summary Of Proposed System .........................................................: ..................1
Hardware Overview ...................................................................................................1
Recommended Hardware And System Software ............................................................1
Document Ima~ng Server ................................................................................................1
Scanning Workstations .....................................................................................................2
Search and Retrieve Stations ............................................................................................2
Ima~ng System Overview .........................................................................................2
Software Configuration .............................................................................................3
Laser~che NT Client/Server .....................................................................................4
Design Concept ..................................................................................................................4
Open Architecture .............................................................................................................4
Intuitive User Interface .....................................................................................................5
High Capacity ....................................................................................................................5
Portability ..........................................................................................................................5
Import and Export Functions ..........................................................................................5
Fuil-Text Indexing .............................................................................................................5
~C 0 M PULI N K ii
Document Imaging System
City of Dublin
Traditional Index Fields ...................................................................................................6
Hierarchical Folder Browser ............................................................................................6
Document Retrieval ..........................................................................................................6
Electronic Document Support ..........................................................................................6
Security ..............................................................................................................................6
LaserFiche Retrieval Clients .....................................................................................7
Expanded Access and Scalability .....................................................................................7
Full Access to Intuitive Search .........................................................................................7
Security ...................................................................................2 .........................................7
LaserFiche Snapshot Utility ......................................................................................8
Optional Software .................................................................................................8
LaserFiche MAPI E-mail ...........................................................................................8
LaserFiche Bar Code Recognition ............................................................................8
LaserFiche Workflow Suite .......................................................................................8
LaserFiche Intelligent Routing .......................................................................................10
ShlTP Notification ..........................................................................................................10
LaserFiche Integrator's Toolkit ....................................................................... .......11
LaserFiche Plus Plug-in ...........................................................................................12
LaserFiche Weblink .................................................................................................12
Gateway to Imaging ........................................................................................................12
System Requirements ......................................................................................................13
LaserFiche Cold ........................................................................................................13
Appendix B .........................................................................................................14
Itemized Price List ..............................................................................................14
JCOMPULINK
111
Document Imaging System
City of Dublin
Executive Summary
The primary goal of the City of Dublin is to have a solution that will allow for the imaging of any
document by the City Clerk's and Building Department's personnel. The proposed LaserFiche
solution would create imaged documents that are indexed into a comprehensive database-driven
system that allows search and retrieval through document or folder name, template index
information, or full-text content. The proposed solution has the ability to perform searches on
user-specified criteria based on standard search parameters or using Boolean logic, fuzzy logic or
proximity searches to find the desired documents. Comprehensive security functions can protect
sensitive information by requiring passwords and using redaction.
An essential component of any imaging solution for city governments is an understanding of how
documents are created and processed. Within the City Clerk's Office and Building Department,
there are two types of documents handled on a daily basis. The first is traditional paper
documents. AH document-ima~ng solutions handle this type of document in the same manner,
through scanning. LaserFiche Document Imaging Software provides a fully integrated scanner
engine capable of simplex, duplex and batch mode scanning.
The second type of document is electronic. Word-processing software, spreadsheet applications
and other Windows-based programs create an ever-increasing number of documents within the
City daily. Compulink developed the LaserFiche Snapshot Utility to automatically convert these
electronic documents into images for archival and storage. These imaged documents retain all
the formatting of the original document without the need for printing and scanning. In addition,
the electronic conversion process creates clean images for the OCR process, which means
documents can be indexed and retrieved more accurately than conventional methods.
These documents, as well as sound and video files, can also be kept in their native file formats
within the LaserFiche document imaging system. While native file documents cannot be OCRed,
they can be retrieved using LaserFiche's index templates and file/folder structure. With native
files, users can store all related documents in one place, even if they include paper files,
photogaphs, word processing documents, spreadsheets, and sound or video files.
Compulink is constantly creating new solutions for government imaging customers based on a
fundamental understanding of their needs. Compulink is currently engaged in numerous imaging
and document management projects involving a variety of individual departments, citywide and
countywide installations with requirements similar to those of the City of Dublin.
The proposed solution will provide a working environment that allows users to acclimate easily to
a computerized system. The LaserFiche solution has the advantage of combining a simple, easy
to learn client interface with the power and efficiency of a robust relational database structure and
exhaustive search capabilities. To implement fully the proposed solution, the following work
plan has been developed to supplement the City's current environment:
At the City's request, comprehensive descriptions of all recommended and optional software have
been compiled in an appendix. An itemized price list for all available software has also been
attached.
jCOMPULINK
City df Dublin
Document Imaging System
Section A: Explanation of Costs
Compulink Management Center, Inc. is proposing a document imaging system that exceeds the
City of Dublin's budget by nearly ten thousand dollars. However, the bulk of the proposal's
expense is due to the cost of the hardware requested by the City of Dublin. In order to reduce the
cost of the imaging system, Compulink is willing to help the City purchase the hardware directly,
or, if the City has its own means of procuring hardware, Compulink will install the system on
hardware purchased by the City of Dublin. All hardware recommendations are listed below and
include the manufacturer's product number and the best price Compulink can offer the City of
Dublin.
Hardware Costs:
Pad Number
8503A
D6107A
D6098A
E651-3
D9075T#AHA
G790-2
CA02931 -
4326
IS420
AHA-2930
Description
HP LH3 Net Sewer: PIll 500,
128MB, 512Kb cache
9.1 GB, HS Ultra 2 SCSI,
7200 rprn hard drive
128MB, 100MHz, ECC SDRAM
Viewsonic 15" monitor
HP Brio BA MT workstation:
PIll 500MHz, 64Mb, 8.4GB, NT
Viewsonic 19" monitor
· Fujitsu 3093DG Scanner
Ricoh IS420 Scanner
Adaptec 2930 SCSI Card
Hardme Cost
Unit Price Quantity Total Price
$ 4,149.20 I $ 4,149.20
$ 653.20 6 '$ 3,919.20
$ 230.00 I $ 230.00
$ 180.55 I $ 180.55
$1,201.93 2 $ 2,403.87
$ 573.85 2 $ 1,147.70
$ 3,884.70 I $ 3,884.70
$ 3,976.00 I $ 3,976.00
$ 92.00 2 $ 184.00
COMPULINK
A
Document Imaging System
City of DubLin
SectionB: BID FORMS
Part B.I: Cost Summary And Signatures
To the City of Dublin:
Pursuant to, and in compliance with, the Notice to Bidders and other documents relating thereto,
the undersigned vendor, having familiarized himself/herself with the terms of the contract, the
location conditions affecting the performance of the contract done, and with the specifications
and other contract documents, hereby proposes and agrees to perform, within the period of the
specified Delivery Time after receipt of the Notice to Proceed, and the contract, including all of
its component parts, and everything required to be performed, and to provide and furnish any and
all utility and transportation services necesiary to perform the contract and complete in a
workmanlike manner all the work required in connection with the project to furnish, install, anc[
maintain an Optical Scanning System for the City in all strict conformity with the specifications
and other contract documents, receipt of which is hereby acknowledged. Price is valid for six
months from time of acceptance of bid.
Cash Purchase Price: Forty Six Thousand Nine Hundred and Ei_~hteen Dollars (46.918.00)
Delivery Time: Seven to Twelve Business Days (7-12 days)
Follow-up Maintenance (Annual): Three Thousand Three Hundred and Forty Dollars ($3340)
RESPECTFULLY SUBMITTED,
FIRM: Compulink Manag~ment'Cen~ '
(signed)
DATE: November 2, 1999
ADDRESS: 20000 Mariner Avenue, Torrance, California 90503
TEL.#: 1-800-985-8533
Check One: Individual Partnership X Corporation
COMPULINK
B-1
Document Imaging System
City of Dubli~
Part B.2: Cost Breakdowns
B.2.1: Summary
A. Base System (from part B.2.3) ............................................................$31.328.00
B. Design / Customization (from part B.2.4) ..............................................$0.00
C. Installation (from part B.2.5) .............................................................$6.000.00
D_.:. Training (from part B.2.6) .....' ...........................................................$4.500.00
E. Manuals / Documentation (from part B.2.7) ........................................... $350.00
F. First Year ]VIaintenance and Support (from part B.2.8) .............................. $3.340.00
G. Other Costs (from part B .2.9) ............................................................$1.400.00
H. Total installed Price .......................................................................$46.918.00
I. Follow-Up Maintenance (annual, from part B.2.8) .................................... $3.340.00
B.2.2 Delivery Time
The Delivery Time should cover the period to accomplish the initial Design/Customization as
well as the hardware and software installation. Assume that Training will occur after this period.
Please describe here the availability of City staff that you will require in order to meet your
Delivery Time.
Assuming no customizations are purchased, the standard components of implementaton
are:
· 1-2 days of Implementation Consulting (optional).
· 3-5 days for Installation (depending on how many workstations are installed).
· 3 days standard end-user and administrator training.
, COMPULINK
Documefit Imaging System
City of Dublin
// q/
B.2.3: Base System
The Base System cost applies to the off-the-shelf package, dependent only on the utilization. The
initial Base System cost shall assume the following: a single document imaging (input) station;
the ability to store and retrieve 500,000 letter-size images; ability to scan documents up to 11" by
17" in a single pass; and the ability to perform concurrent searches of the image database from at
least fifteen (15) PC workstations connected via the existing Windows NT wide-area network.
Base System
Server .............................................................................................$8479.00
Scarmers (2) ......................................................................................$8.045.00
Workstations (2) ................................................................................$3.522.00
Server Software .................................................................................$697.00
Client Software ..................................................................................$10,585.00
Total Base System (transfer to part B.2.1) ..................................................$31.328.00
In addition, please specify the cost when we expand the utilization of our system:
Per additional imaging (input) workstation:
Additional client licenses range from $295 for non-concurrent users to $1799 for
concurrent users depending on how many are purchased.
Per additional database user:
View only client licenses are sold in multiples of 25 and cost an average of $160 apiece.
Total cost for 50 users:
The imaging system being proposed, consisting of 2 full users and 50 view only users, is
essentially a 50 user system.
Media and/or hardware for storage of an additional 500,000 letter-size images:
The proposed system has the storage capacity to hold approximately 1,000,000 images.
B.2.4: Design / Customization
The Desig~dCustomization cost applies to the services you provide to bring the image database
structures and search methods into conformance with our practices. Please specify the following:
Cost per hour for custom pro~amming ....................................................$125.00
Minimum charge per customization, if any ................................................$1.500.00
Total cost of recommended customizations, from Part B .3
(transfer to part B.2.1) ...................................................................'..$0.00
~,~,COMPULINK
B-3
Document Imaging System
City 6f Dublin
/; 4
B.2.5 Installation
The Installation cost applies to your services in making your system, as customized for us,
available to the City.
Installation Cost (transfer to part B.2.1 ) ................................................... $6.000
B.2.6: Training
We require end-user training on the following topics for six (6) initial users of the system:
· Searching for documents by keyword or other criteria, and displaying and/or printing
stored images;
· Scanning and storing images, and verifying the accuracy and legibility of stored image;
· Modifying the system, such as adding new keywords or chan~ng hardware/software
configurations.
Please indicate below the total length of training you think appropriate for these users of the
system. The initial Training cost shall completely provide for the above training, at a local
training site provided by the City.
Training Hours per individual:
Typically one full day.
Training Cost (transfer to part B.2.1) .....................................................$4.500.00
In addition, please specify the cost elements when we require your services for additional
training. We will require on-site training.
Maximum users per training class ..........................................................10
Instructor cost per hour .................................. ......................................NA
Or, instructor cost per day ...................................................................$1.500
Any other instructional costs (attach explanation) .......................................$0.00
B.2.7: Manuals / Documentation
We require two (2) copies of Systems Administrator level documentation, fifteen (15) copies of
User level. documentation, both as hard copies and on disk. Please indicate how you will provide
printed documentation:
x Prepared and bound manual Master with fight to copy Disk fie with the right to print
Manuals / Documentation (transfer to part B.2.1 ) ......................................$350.00
JCOMPULINK
Documeht Imaging System
City of Dublin
In addition, please specify the cost when we expand the number of users:
Per copy of documentation ...............................................................$25.00
B.2.8: Maintenance and Support
We require ongoing hardware and software maintenance and support for the system. The first
full year, dating from the Acceptance of Completion, shall be included in the initial cost.
First Year Maintenance and Support (transfer to part B .2.1 ) ..............................$3,340.00
In addition, please specify here (and transfer to the bottom of part B.2.1 ) the annual cost for
follow-up Maintenance and Support. This cost shall assume the costs and configuration
established in part B.2.3.
Follow-up Maintenance (annual) .............................................................$3.340.00
If this is not a flat rate, but may vary depending on .the configuration and/or utilization of the
system, please indicate the formula for determining the amount.
B.2.9: Other Costs
If there are any other initial costs involved in our acquiring your system, please break them out
here (attach additional sheets if necessary). In particular, if you anticipate any travel costs related
to any of the initial cost items that are not included in those costs, please include a single lump
sum amount here.
Installation and training will require approximately seven days on-site, which will cost an
additional $200 per day to cover airfare, car rental, room, and board, and is estimated to
cost $1,400.
COMPULINK
Document Imaging System
City 6f Dublin
Part B.3: Product Features
The following tables indicate the features the City desires in the Optical Scanning System.
Features within each section are sorted in descending priority. Respond to all questions by
checking the appropriate box for each question, according to the following key:
Incl
Included in base package. Requested feature must be demonstrable and
operational at one or more existing client sites.
N/A
Not available. Feature is not included in package, and is not offered as a
customization or extra-cost feature.
Opt
Optional feature. Indicate whether the requei[ed feature will be offered
as an existing module, or through customization. An.exact cost to the
City to purchase the feature or required customization must be provided;
or, if exact costs are un'known or difficult to determine, a range of
expected costs along with an indication of the information needed to
calculate an exact cost must be provided.
Lists of features, cost details for optional items, or any other explanatory text, should be attached
on Part B.4, "Explanation of Standard and Optional Features". Please make additional copies of
Part B .4 as required. Indicate the feature number for each explanation or comment.
COMPULINK
B-6
Docume~t Imaging System
City of Dublin
B.3.1. General
Incl
B.3.1 .a. Are input screens and report formats consistent between all
modules (document scanning, database search, document X
retrieval/printing) ?
B.3.1b. Are user-accessible tables used extensively to allow easy
customization (for example: keywords, document types, retention X
interval, standard comments)7
B.3.1 .c. Is on-line, context-sensitive help provided? X
B.3.1~d. Can tables be reviewed, and items selected from tables,
during data entry?
B.3.1.e. Can tables be modified during data entry (add new X
keywords, modify keyword descriptions, delete keywords)?
B.3.1.f. Is the package written primarily or entirely in a fourth X
generation language (such as Oracle, Informix, SQL, Access, etc.)?
B.3.1.g. Is a fourth-generation language available to access the X
image database?
B.3.1 .h. Is a user-defined report generator supplied, or available for X
use with the package?
B.3.I.i. Do security features allow access to individual functions X
and databases only to selected users?
B.3.I.j. Do search procedures allow for partial name, cumulative, X
wildcard, and soundex searches?
B.3.1.k. While scanning and storing new images, can the user set X
defaults for commonly used fields such as date, department, and
author?
B.3.1.1. Can default dates other than the current system date be
automatically entered?
B.3.1 .m. Can system be web accessible?
B.3.1 .n. Is source code provided?
B.3.1 .o. Are most or'all transactions date/time/user/stamped? X
B.3.1.p. Can the software vendor call' in to the City's system, to X
diagnose and or correct problems?
B.3.1 .q. Can menus be bypassed using keywords or user-customized X
menus?
B.3.2. Document Scanning And Storage
B.3.2.a. Does the progam allow an unlimited number of scanned
images, limited only by the hardware storage capacity?
B.3.2.b. Can the scanner and software accommodate duplexed
originals in a single pass through the scanner?
B.3.2.c. Does the progain allow direct input to the imaging system
from network print queues (COLD)?
Incl
X
X
Response
N/A Opt
Response
N/A
X
X
Opt
X
COMPULINK
B-7
Document Imaging System
City ~f Dublin
B.3.2.d. Does the program allow direct input to the imaging system
from common PC desktop applications running under Windows,
specifically Microsoft Office 97, 2000 and Microsoft Exchange7
B .3.2.e. Can the program automatically extract keyword information
from print .jobs created on the AS/400?
B.3.2.f. Can the pro~am automatically extract keyword information
from documents transmitted from Windows applications?
B.3.2.g. Can oversized documents be tagged and stored in paper
form, with a description and keywords entered in the pro~am
database as though the document were scanned?
B.3.2.h. Can each program user view online a list of recently
scanned documents, or scanned documents which are awaiting
verification?
B.3.2.i. Does the system allow "delayed indexing", where
documents may be scanned in bulk, then indexed later by the
originating department or employee?
B.3.2.j. Does the program include optical character recognition
(OCR) capabilities?
B.3.2.k. Does the program use OCR capabilities to automatically
index documents on all readable text?
B.3.2.1. Does the pro~am include barcode recognition and printing?
B.3.2.m. Can the same input screen be used to add images, change
image characteristics such as keywords, and delete images from the
database?
B.3.2.n. Can the image database be easily duplicated on removable
media, for storage offsite?
B.3.2.o. Can stored images be "linked" with active documents (such
as a Microsoft Word document), so that stored images may be
retrieved and/or printed along with the active document?
B.3.2.p. Does the propam provide document routing and tracking
features, which will assist the City in monitoring the progress of
documents through the imaging process?
B.3.2.q. Does the propam allow bulk imaging of documents by a
third party vendor, and incorporation of the scanned documents into
the database?
B .3.2.r. Can scanned documents be reprinted both immediately and
in batch mode?
B.3.2.s. Can the user def'me the layout, back~ound text and/or
labels, and fields for input screens?
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
, COMPULINK
B-8
Docume~t Imaginl~ System
City of Dublin
B.3.3. Document Search, Retrieval, And Printing
B.3.3.a. Can any workstation connected to the City's Windows NT
network be used to search the document database, presuming a
minimum Pentium 200 processor, 32 Mb memory, and a 15" SVGA
monitor?
B.3.3.b. Can any workstation connected to the City's Windows NT
network be used to display images, subject to limitations on
processor speed, memory, and display characteristics?
B.3.3.c. Can all stored documents be searched and retrieved
together, independent of input source (scanner, COLD, import from
other image database)?
B .3.3.1.
database
B .3.3 .m.
whole to
etc.)?
B .3.3 .d. Does the program provide document management functions
that simplify the review and destruction of documents that have
exceeded their retention schedule?
B.3.3.e. Does the pro~am include draft or version ID and
amendment history for stored documents?
B.3.3.f. Will the document search program display "thumbnail"
versions of multiple pages or documents onscreen?
B.3.3.g. Does the display proFam allow zoom-in (at least 200% of
original size) and zoom-out of images?
B.3.3.h. Does the display program allow rotation and contrast
control of images?
B .3.3.i. Does the pro~am allow highlighting of selected text, which
is stored independently from the graphic image?
B.3.3.j. Does the program allow "sticky notes" or other annotations
of selected text, which is stored independently of the graphic image?
B .3.3.k. Does the display pro~am allow viewing of other file types
in their native format, such as Microsoft Word and fax files?
Can the document database be directly accessed by other
products (such as Access, Oracle, Informix, etc.)?
Can the document database be exported in part Or as a
another database format (such as Access, Oracle, Informix,
B.3.3.n. Can the City's existing network LaserJet printers be used to
produce printed copies of stored images?
B.3.3.o. Does the system allow direct fax and/or online transmittal
of stored ima._,2es?
Incl
X
X
X
X
X
X
X
X
X
X
X
X
Response
N/A
Opt
X
X
X
COMPULINK
B-9
Document Imaging System
City of Dubli;~
B.3.4. Other Program Features
B .3.4.a. Indicate the limitations of the program or hardware below (enter "Unlimited" if there is
no internal limit for the program):
Maximum size of scanned documents:
Fujitsu 3093: 8.5" x 14"
Ricoh IS420:11" x 17"
Maximum resolution of scanner (horizontal x vertical dpi): Fujitsu 3093:600 dpi
Ricoh IS420:400 dpi
Maximum scanning speed in milliseconds-per-line:
Fujitsu 3093: 0.9ms/line
Ricoh IS420: 0.84ms/line
Maximum scanning speed in pages per minute at 300 dpi: Fujitsu 3093:21 ppm
Ricoh IS420: 33ppm
Maximum number of keywords per image or document:
Maximum number of keywords overall:
Maximum number of pages per document:
Maximum number of images (pages) in the database:
30 fields per Template.
7500 fields
32.000
100,000.000
Maximum number of images which can be stored using the supplied hardware:
With the proposed hardware, the database should hold 1.000.000 ima_~es.
Maximum number of images which can be stored using unlimited hardware:
With the proposed software, the maximum number of ima_~es the database can hold is
100.000.00. However. if the city chose to up~ade. the system would be able to support
an unlimited number of databases. each of which can hold 100.000.000 ima_~es. Also,
early next year. LaserFiche will support other databases. such as Oracle and Microsoft
SOL. with _~reater capacities.
Image storage formats (TIF goup 3 or 4, etc.):
Black and white images are stored as standard TIFF files usin~ CCITT Group 4
compression. Gravscale and color images are stored as TIFF files with JPEG
compression.
B .3.4.b. Describe the customer support options (9 to 5 on weekdays, 24-hour on 7 days, onsite
training, etc.)
LaserFiche offers online and telephone support from 7 AM to 5 PM. Monday through
Friday. The priority LSAP recommended guarantees a four hour response. and onsite
support is available. All user trainin~ will occur onsite as well.
~COMPULINK
B-10
Document Imaging System
City of Dublin
B.3.4.c. List other available program modules not otherwise described in your response, such as
schedule and calendar management, document conversion, desktop publishing, etc.
An appendix has been attached to provide full descriptions of the recommended system
and all of the options available from LaserFiche.
B .3.4.d. Other Information
When was software first released:
1988
How many versions have been released:
There have been five major versions released.
When was last update:
July 21, 1999
How frequently is software updated: ,
Usually one major release each year, with corresponding updates to the options,
and two minor releases each
~,~COMPULINK
B-11
Document Imaging System
City~fDublin
Part B.4: Explanation Of Standard And Optional Features
On this page, list program features and cost calculations for optional or customized software, or
any additional information on the responses given in Part B.3. Make additional copies of this
page as necessary.
Response # Explanation
B.3.1 .d.
Tables can be reviewed and items can be selected from tables during data
entry through the use of the LaserFiche Integrator's Toolkit.
B.3.1 .h.
Reports concerning template data can be generated with the use of the
LaserFiche Inte~ator's Toolkit. Reports concerning amendment
information and document history can be generated through LaserFiche
Advanced Audit Trail.
B.3.1.1..
Using the Hotkey Utility available in the Integrator's Toolkit allows you
to change the default dates.
B.3.1 .m.
LaserFiche Weblink would make the system web accessible.
B.3.1 .n.
The Integrator's Toolkit provides the ability to access the database for
purposes of modification, which eliminates the need to access the source
code. Additionally, some sample source code is provided in the Toolkit.
B.3.1 .p.
If the city has PC Anywhere, a LaserFiche technician can dial into the
city's system to diag-nose and/or correct problems. If the city onsite
support, this service is included. Otherwise an hou~y rate will apply.
B.3.1 .q.
LaserFiche supports keyboard shortcuts and comes with a customizable
toolbar.
B .3.2 .a.
The standard LaserFiche client/server software uses a single database
that is currently limited to 100,000,000 images. However, Laserfiche
offers an up~aded version, called LaserFiche NT Enterprise Edition that
can support up to twelve separate databases, increasing the storage limit
to 1,200,000,000 images. Also, LaserFiche will offer support for other
databases early next year, such as Oracle or Microsoft SQL, with even
~eater capacities. -
B .3.2.b.
The Fujitsu 3093DG, proposed for the City Clerk's office, supports
duplex scanning. The Ricoh IS420, proposed for the Community
Planning Department does not support duplex scanning in a single pass,
but allows the user to scan one side of the documents, flip them over and
scan the other side, and will collate the pages automatically. If the
Community Planning department requires a scanner that can handle 11"
x 17" documents and can scan duplex, they would have to purchase the
Ricoh IS450DE, which would cost $4,221 more that the IS420.
~COMPULINK
~ B-12
Documeht Imaging System
City of Dublin
B .3.2.c.
B .3.2.e.
LaserFiche COLD allows direct input to the imaging system from
network print queues.
LaserFiche COLD can automatically extract keyword information from
print jobs created on the AS/400 as long as the text is ASCII or can be
converted to ASCII text.
B .3.2.g.
B .3.2.I.
B .3.2 .o.
B .3.2.p.
B .3.2.q.
B .3.3 .d.
B .3.3 .e.
B .3.3 .k.
A user could use a word processing program (Word) to write a
description of the oversized document and note where the original will
be stored. Using LaserFiche Snapshot, which is included in the proposal,
will allow the user to import the Word file as well as OCR and index the
document, making it possible to search on the contents of the Word file
as if the original had been scanned.
The LaserFiche Barcode Plug-in can recognize bin:codes, but barcode
printing would have to be done with a separate barcode software
package. A list of barcode software providers can by provided on
request.
Stored images can be "linked" with active documents using the "Go
Live" feature of the LaserFiche EDM Plug-in.
LaserFiche provides document routing options through the intelligent
routing feature of the LaserFiche Automation Plug-in and provides
document tracing options with the LaserFiche Advanced Audit Trail
Plug-in.
LaserFiche allows users to import large batches of documents and OCR
and index them as they are being imported. Also, the LaserFiche List
Import feature can be used to quickly import all the images, text files,
and index data into LaserFiche.
Documents with specific retention ichedules are stored in volumes
corresponding to the retention date. When that date occurs, the volume
can be removed from the system. For security purposes, LaserFiche does
not support the automatic deletion of documents. However, customers
have found it convenient to enter a "purge date" as a temptate field and
delete documents as their "purge date" expires. Manually deleting
documents as they expire will eliminate accidental deletion of important
documents.
LaserFiche Advanced Audit Trail allows server side monitoring of who
does what to the documents.
The LaserFiche EDM Hug-in will support the viewing of documents in
their native format as long as the application that created the document is
installed on the local machine viewing the document.
COMPULINK
B-13
Document Imaging System
City 6fDublin ~
B .3.3.1.
LaserFiche uses the Pervasive SQL database engine, which is ODBC
compliant. The LaserFiche database can share information with any
other ODBC compliant database through the use of ODBC. Also, most
Windows applications can access the LaserFiche database with DDE
calls. Sample DDE calls are supplied in the LaserFiche Integrator's
Toolkit.
COMPULINK
~ B-14
Documer~t Imaging System
City of Dublin
Part B.5: Additional Information
B.5.1: Hardware Configuration
We request that you specify one or more typical workstation Hardware Configurations and
Operating System Configurations that will support database search and image display.
For all workstations. Compulink recommends a Pentium or Celeron class processor,
64MB of RAM and 17" monitors. Because all images are stored on the server. hard drive
s~3ace is not an issue. Workstations must be runnin~ Windows 95/98 or Windows NT
o~>eratin~ systems. Workstations that meet these requirements should be able to perform
any function within LaserFiche.
B.5.2: Required Attachments
5.2.1: Sample Maintenance and Support Agreement
Date:
Ref./P.O.:
Delivery Date:
Term of Ageement:
Start Date:
End Date:
Customer:
Company:
Address:
Phone:
E-mail
Site:
Company:
Address:
Phone:
I
License No.:
s/w descfitotion
SOFTWARE:
JCOMPULINK
B-15
Document Imaging System
City ot' Dublin
Qty.
l_
Model Description
EQUIPMENT:
MONTHLY SYSTEM MAINTENANCE FEE: $
TERMS AND CONDITIONS
THIS AGREEMENT is made on , 19__ by Compulink Management Center, Inc., duly
organized and existing under the laws of the State of California. having its principal place of business at 20000 Mariner Ave,
Tottahoe, California 90503, and customer as designatext above. Compulink and Customer do hereby a~ee as follows:
1. Software Support. As long as Customer pays Compulink the applicable Monthly System Maintenance Fee, Compulink shall
continue to provide Customer with the Software Support described in this Section:
a. Compulink shall provide, at its sole discretion, reasonable telephone support to Customers designated software
support personnel, and/or direct dial-up to Customer's system for purposes of problem investig~ation, diag'nosis or
correction only during Compulink's normal business hours of 8:30 AM to 5:00 PM Pacific Time, weekends and
holidays excluded. Compulink shall provide to Customer such support within four (4) normal business hours after
receiving notification.
b. Software Support is not intended as a substitute for Customer training. Consequently, Software Support shall be
restricted to Customer's personnel who have previously been trained on the LaserFiche System by Compulink or by
Customer personnel trained by Compulink.
c. Compulink shall provide to Customer new versions and releases of the Software issued from time to time, which may
enhance existing functions or correct minor defects. Major new functions will be considered additional options and
will not be provided under this A~eement.
d. Upon receipt of a detailed written report from Customer, Compulink will employ its best efforts to correct the
identified substantial nonconformity in the operation of the Software to the specifications in the user Documentation.
Compulink's obligation shall not apply if the Software is not a current release or if it has been altered in any way,
subjected to malfunctioning computer hardware or abnormal operating conditions, or accidentally damaged. If
Customer requests correction of such a nonconformity, Customer shall pay for the time and expense which Compulink
shall have incurred to investigate the nonconformity, at Compulink's rates then in effect.
2. Eouipment Maintenance. As long as Customer pays Compulink the applicable Monthly System Maintenance Fee, Compulink
shall continue to provide Customer with Equipment Maintenance described in this Section:
a. All Equipment Maintenance under this A~eement is to be remedial in nature, and shall be limited in purpose to
returning malfunctioning items of Equipment to a level of performance consistent with the purposes for which they are
intended for operation of the LaserFiche System.
,~COMPULINK
B-16
Document Imaging System
City of Dublin
b. Customer shall notify Compulink immedialely of any suspected or contimed Equipment malfunction. Compulink
shall provide Equipment Maintenance for Customer's Equipment only during Compulink~ normal business hours of
8:30 AM to 5:00 PM Pacific Time, weekends and holidays excluded. Within four (4) hours after receiving such
notification, Compulink shall respond to Customer regarding such notification. lfit is not feasible for Compulink to
instruct Customer in the reasonable repair of the matfunctioning Equipment, Compulink shall instruct Customer to
return. at Compulink~ expense, the malfunctioning Equipment to Compulink. In turn, Compulink shall loan to
Customer expeditiously a functional replacement for the malfunctioning Equipment, along with instructions for its
installation. Compulink shall, at its sole discretion, either repair and return the original Equipment to Customer. or
permit Customer to retain permanently the loaned Equipment as an equivalent substitute for the malfunctioning
Equipment. Compulink shall bear all transportation costs for sending the loaned Equipment and for returning the
repaired Equipment to Customer. Compulink shall not cha~e Customer for use of the loaned Equipment.
c. Equipment Maintenance under this A~eement shall expressly exclude electrical work external to the Equipment;
changes or alterations made by Customer to the Equipment; relocation or reinstallation of the Equipment; furnishing
supplies, accessories, attachments or other devices for the Equipment; replacement of parts or repair of damages
resulting from accident, neglect, misuse or force majeure; replacement of parts or components. or any repairs resulting
from normal use; or correcting defects or damage caused by any person(s) other than Compulink~ authorized
representative. If Customer requests such maintenance under such a nonconformity, Customer shall pay for the time
and expense which Computink shall have incurred to investigate the nonconformity, at Compulink's rates then in
effect. -
3. Availability. Compulink shall be available to provide Software Support and receive inquiries regarding Equipment
Maintenance from 8:30 a.m. to 5:30 p.m. Customer~ local time, excluding weekends and legal holidays. Software Support and
Equipment Maintenance shall only be available for s.vstem(s) and/or personnel located at the Site designated in this Agreement.
4. Monthly System Maintenance Fee. Customer shall pay to Compulink the Monthly S.xstem Maintenance Fee on the Delivery
Date. Thereafter during the term of the A~eement described in Section 5, Customer shall be invoiced monthly. with payment
due in advance of the tint day of each month. Any amount that becomes thirty (30) days late will be subject to a ten percent
(10%) late chage. If any payment becomes more than 30 days past due, Compulink may cease service under this Ageement.
Such cessation of service shall not relieve Customer from accumulating additional Monthly System Maintenance Fees.
5. Term. The initial term of this Agreement shall be one (1) year, commencing on the Start Date and concluding on the End Date
specified in this Ageement. Thereafter, the Agreement shall be automatically extended by one (I) year, unless either gives
written notice of termination to the other party at least thirty (30) days prior to the End Date.
6. Warranties: Limits of Liability. Compulink disclaims all warranties, express or implied, with respect to Software support or
equipment maintenance, including, but not limited to the implied warranties of merchantability and fitness for a particular
purpose. Compulink will in no event be liable for any special, incidental, consequential or exemplary damages or claims of any
third parties. In no event shall Compulink's liability exceed the refund of the sum of the monthly system maintenance fees paid
by Customer to Compulink during the term of this a~eement.
7. Default. If either party to this AFeement is in default under any provision of this AFeement and such default continues for
thirty (30) days after written notice of the default by the other party, the offended party may immediately terminate this
Agreement.
8. Safe~ardin~ of Data. Customer acknowledges and a~ees that Customer shall be exclusively responsible for regularly
preparing back-up copies of Customer~ data stored on the LaserFiche System. Customer shall hold Compulink harmless with
regard to any destruction or loss of data, in whole or in part, that might occur in the course of Customer~ use of the system or in
the course of Compulink's performance of Software Support or Equipment Maintenance.
9. Excused Performance: Exclusion of Damages. Compulink shall not be in default by reason of any failure or delay in its
performance which results, whether directly or indirectly, from fire, explosion, strike, freight embargo, Act of God or the public
enemy, war, civil disturbances, act of any government, de 'u~ or de facto, or any agency or official thereof, material or labor
shortage, transportation contingencies, unusually severe weather, default or delay of any manufacturer or a supplier or a
subcontractor, quarantine, restriction, epidemic, catastrophe, lack of timely instructions or essential information from Customer,
or which otherwise arises out of causes beyond the control of Compulink whether similar or dissimilar to the foregoing.
Compulink shall not at any time be liable for any incidental, special or consequential damages, however denominated, even if
Compulink is aware of the possibility of such damages.
IN WITN~r..SS WHEREOF, the parties have caused this A~reement to be executed by their duly authorized and empowered officers in
conjunction with the Software License Agreement and the Equipment Sales Ageement, as of the Date specified in this Ageement.
COMPULLNK MANAGEMENT CENTER, INC.
(Name)
COMPULINK
B-17
Document Imaging System
City ~f Dublin
(Title)
(Date)
(Customer)
(Name)
(Title)
(Date)
B.5.2.2: Alternative Operating Systems
LaserFiche client-server software can run on NT or Novell networks and does not require any
proprietary software. Workstations attached to the network must be PCs and must be running
Windows 95/98 or Windows NT operating systems. An extensive list of all scanners supported
by LaserFiche software is located on the LaserFiche web-site at www.laserfiche.com.
~COMPULINK
~ B-18
Documdnt Imaging System
City of Dublin
B.5.2.3: References
Organization Name: City of Thousand Oaks
Address: 2100 Thousand Oaks Blvd.
'City: Thousand Oaks State: Califomia
Contact Name: Antoinette Mann
Title: Records Management Coordinator Phone:
Zip Code: 91362
(805) 449-215 1
Organization Name: City of Bakersfield
Address: 1501 Truxtun Ave.
City: Bakersfield State:
Contact Name: Bob Trammell
Title: MIS Director
California
Zip Code: 93301
Phone: (661) 326-3t44
O~anization Name: City of Riverside
Address: 3900 Main Street
City: Riverside
Contact Name: Colleen Nichol
Title: City Clerk
State:
California ' Zip Code: 92522
Phone: (909) 782-5557
O~anization Name: City of Buena Park
Address: 6650 Beach Blvd.
City: Buena Park State: California
Contact Name: Shalice Reynoso
Title: City Clerk
Phone:
Zip Code: 90621
(714)562-3750
Organization Name: City of Ontario
Address: 303 East "B" Street
City: Ontario
Contact Name: Jim Babinski
Title: MIS Director
State: California
Phone:
Zip Code: 91764
(909) 391-0673
Organization Name: City of Orange
Address: 300 East Chapman Avenue
City: Orange
Contact Name: Erlinda Compton
Title: Records Manager
State: California
Phone:
Zip Code: 92666
(714) 744-5504
Organization Name: City of Visalia
Address: 3500 Mineral King, Suite B
City: Visalia
Contact Name: Javier Ruiz
Title: Office Systems Analyst
State: California
Phone:
Zip Code: 93278
(559)738-3496
COMPULINK
B-19
Document Imaging System
City oi~ Dublin
Appendix A
Summary Of Proposed System
Hardware Overview
Compulink Management Center, Inc. is proposing a document imaging system that will easily
integrate with the City of Dubtin's existing systems and platforms. The proposed system will
meet the requirements of the City Clerk's and Building Department's offices and can be
expanded to include other departments. LaserFiche Document Imaging Software's open
architecture allows it to be integrated with a wide range of applications, including finance
packages, GIS, RMS systems, CAD programs, databases and off. ice suites.
The proposed imaging server will use a Windows NT 4.0 network; the workstations can use
either Windows NT Workstation 4.0, Windows 98 or Windows 95 as their operating systems.
City of Dublin workstations with a minimum of 32 MB of RAM and a Celeron class processor
can serve as view-only workstations. However, Compulink recommends that the scanning
workstations have faster processors and higher memory to ensure optimal functioning.
Recommended Hardware And System Software
Computink Management Center, Inc. recommends using industry standard hardware and
peripheral devices for all servers and workstations. The proposed system configuration will
provide the City of Dublin with the performance and reliability it requires for a functional
imamrig solution. In addition, the proposed hardware solutions will interate with the City's
existing hardware and network infrastructure and designs. Computink's solution will allow the
City of Dublin to up~ade its imaging system easily as the City' s needs change.
Document Imaging Server
Compullnk recommends a dedicated imaging server consisting of a Hewlett Packard NetServer
LH3 with a Dual Pentium III 500 MHz processor. capabilities, and 512 megabytes (MB) of RAM.
The hard drive will serve as the boot drive for the RAID. To facilitate the storage requirements
of the City of Dublin, a Level 5 RAID (Redundant Array of Inexpensive Drives) disk array is
recommended. This array will initially be comprised of six 9.1 GB SCSI-2 hot swappable hard
drives. This RAID configuration allows for redundant duplication of data across the array of
drives. The UPS (Uninterrupted Power Supply) reduces the server's exposure to power surges
and short-term power failures. Because the server itself will not be used for imaging, Compulink
is recommending a 15" monitor to lower the City's costs.
Computink is proposing a conservative approach to hardware purchasing and storage allocation.
The initial storage capacity of the server will be 45 GB. This will offer the City enough online
storage for approximately 1 million pages. Hard drive prices have fallen dramatically in the last
six months and are expected to fall further. By purchasing only 45 GB at this time and delaying
the purchase of additional storage space until it is needed, the City of Dublin will be able to take
advantage of falling prices.
COMPULINK
Document Imaging System
City of Dublin
The dedicated management and imaging server with its storage device will integrate into the
City's existing network using TCP/IP protocols. The proposed management and imaging
solution will provide fast access retrieval times for records stored in the system, with searches
requiring less than 5 seconds for information stored on the server. The distributed processing
feature of LaserFiche allows the server to perform searches and return only the results to the
client. The proposed storage media offers on-line access to the City's records and documents and
will fill all storage and retrieval needs.
In addition to using a RAID con~g-uration for on-line storage, server storage and disaster
recovery protection is also recommended. Compulink recommends that the City of Dublin use its
existing tape backup system to ensure the security of the city' s documents.
Scanning Workstations
Compulink is proposing HP Brio BA MT workstations for the two ~canning stations. ~I~ese
computers include a Pentium III 500 MHz processor, an 8.4 GB hard drive and 64 MB of RAM.
Attached to each scanning station will be a ViewSonic 19" color monitor. The workstation in the
City Clerks office will have a Fujitsu 3093DG duplex scanner. The scanner has both a 50-page
Automatic Document Feeder (ADF) and a flatbed. It scans 27 pages per minute (ppm) simplex
and 45 images per minute duplex (at 200 dpi). The largest size of paper the scanner can process
is 8.5" x 14". The scanner supports black and white and Fayscale scanning at resolutions up to
600 dpi. The workstation in the Building DepartmenUs office will have a Ricoh IS420 scanner.
The Ricoh has both a 100-page Automatic Document Feeder (ADF) and a flatbed. It scans 46
ppm at 200 dpi at and supports black and white and gayscale scanning at'resolutions up to 400
dpi. The largest size of paper it can process is 11" x 17".
Search and Retrieve Stations
With the City's workstations having as a minimum a Celeron processor with 32 MB of RAM, all
documents within the LaserFiche system can be easily viewed. This option will not require the
City to purchase any additional hardware for these stations.
Ima~ng System Overview
Compulink's proposed document imaging system will provide many benefits to the City of
Dublin. On a basic level, document imaging makes search and retrieval faster and more
complete, expands access to information, decreases storage needs and prevents lost, misfited or
damaged documents. To meet all of the City's needs, Compulink is proposing to use LaserFiche
Document Ima~ng Software. Using this system, the City will be able to turn documents into
electronic images, OCR and index those documents, then fred and retrieve them in seconds from
an imaging workstation. In addition, LaserFiche software is highly sealable and will interate
completely with the City's current hardware and software systems. LaserFiche software will give
the City of Dublin the power of document imaging in an easy to use package.
Compulink proposes to provide two full-access ima~ng workstations running LaserFiche NT
Client/Server. Using client/server architecture will allow the City of Dublin to easily increase the
number of full-access workstations when the need arises. These two workstations will be able to
perform all records management functions -- including the abilities to scan, electronically
import, OCR, index, annotate, retrieve, print, fax, move, copy and delete documents --
depending upon the user' s security rights within LaserFiche.
JCOMPULINK
2
Document Imaging System
City of Dublift
To meet the City's need for additional document imaging workstations, Compulink is proposing
fifty view-only retfieval clients. These clients will be able to search, retrieve and view images,
text and annotations. As with the full-access LaserFiche clients, LaserFiche security controls
who has access to documents, from the folder level down to individual words.
City personnel can enter information into LaserFiche in several different ways from the imaging
workstations. Documents can be scanned and a single electronic file can contain different types
of documents. Once in LaserFiche, the text of files can be OCRed and saved in ASCII format for
retrieval by any word or phrase in the document. Documents in any Windows application can
also be electronically converted into LaserFiche images and their text converted into ASCII
format using LaserFiche Snapshot. OCRed text can also be edited while simultaneously viewing
the image on a split screen.
LaserFiche can index files by every word in the document and by keywords in index template
fields. LaserFiche allows you to creat~ up to 250 different index templates per database with up
to 30 different fields per template. Templates can store information in ASCII character, date,
integer and long integer formats. This flexibility will meet the City Clerk's and Building
Department's current imaging needs as well as the future needs of various City of Dublin
departments and divisions.
LaserFiche's intuitive search screens make finding documents simple. Users can use full-text
search to search for any word or phrase in the document; index template search to find key words,
dates or numbers; folder search, which uses a folder/file structure similar to that of Windows
Explorer;, or any combination of methods. LaserFiche also supports the Boolean phrases AND,
OR and NOT; "fuzzy" logic and proximity searches. Once a search is completed, LaserFiche
displays a split screen with the top containing a list of all documents meeting search criteria, and
the bottom a list of all of the occurrences of the search criteria, surrounding text and their location
within the highlighted document. In addition, when a' document is viewed, all occurrences of the
search criteria are highlighted within both the image and the text.
LaserFiche supports several different types of annotations: highlighting, redaction (blackout),
"stamps" and sticky notes. These annotations can be used to add information or protect sensitive
sections. LaserFiche's comprehensive security controls which users can see highlighting, stamps
and sticky notes, and who can see through redacted text.
Compulink's proposed system lets the system administrator chose how to backup and store
information. LaserFiche can store and backup data on hard disk, RAID, CD, DVD, MO disks, or
any other storage media.
Software Configuration
The software components of Compulink's solution are:
LaserFiche NT Client/Server
LaserFiche Retrieval Clients
LaserFiche Snapshot Utility
, .,COMPULINK
Documetqt Imaging System
City of Dublin
Laserfiche NT Client/Server
Design Concept
LaserFiche NT Client/Server was desired specifically for Windows NT 4.0. It utilizes the
superior performance of client/server architecture to offer users greater efficiency and power,
making it an attractive enterprise-wide solution. LaserFiche NT was created to provide
mainframe performance on the client/server platform for effective, affordable enterprise-wide
document imaging. This design also makes future expandability across a WAN practical.
LaserFiche NrF uses true client/server architecture, distinct from some applications that use this
term but are actually Windows-based file-sharing applications. LaserFiche's server engine runs
as a service on the NT server, which manages the document database. The client, which manages
the user interface, is an application that runs on a standard Microsoft Windows PC. The client
passes only information requests to the server, and the server returns only requested information
to the client. The result is a dramatic reduction in network data traffic and complete insulation of
the database from client interrupts.
Under this architecture, LaserFiche performs folder and document management tasks on the
server, and performs scanning, OCR, image compression-decompression, and most user interface
functions on the client. Heavy disk I/O throughput is conf 'reed to the server and never transferred
over the network lines, and the client never opens database files directly. It also reduces overall
system memory requirements, freeing the client to focus on user-oriented functions like a
graphical user interface (GUI). Finally, it utilizes the full 32-bit processing capabilities of the
Intel Pentium instruction sets.
LaserFiche NT runs on the same level as other services in the Windows NT Operating System. It
was built using NT-specific interfaces that tightly couple the pro~am to the network. Once
loaded, LaserFiche NT is treated as service on the Windows NT server with the same privileges.
Other pro~ams run as applications on top of the operating system.
Open Architecture
LaserFiche is designed to plug easily into existing NT networks. Neither the client nor the server
software make or require modifications to the existing operating system. As a Windows
application, it runs on industry-standard lintel-based PCs, and supports most Windows-compatilhe
printers and monitors.
LaserFiche uses standard file formats and data structures. All images are stored as TIFF or
JPEG/I'IFF objects and text is stored as ASCII. Currently, LaserFiche uses Pervasive. SQL 7 as
its database. This database is a Level 20DBC compliant relational database that fully integrates
with Oracle, Sybase, Informix, Microsoft SQL and other industry standard databases.
Database information is completely accessible and config~trable as an ODBC data source. With
the conversion to Pervasive. SQL 7, LaserFiche gains the stren~h of a full 32-bit SQL server
engine as its core database. LaserFiche is easy to administer, customize, and integrate with other
applications and existing hardware. In addition, its non-proprietary file formats ensure
compatibility with future document management systems. IT personnel, system integators and
data miners can use ODBC database knowledge to query and manipulate stored data.
,~COMPULINK
4
Document Imaging System
City of Dubliti
Intuitive User Interface
The LaserFiche user interface was designed to blend two important themes: simplicity and
familiarity. The only thing that any user has to have to operate the system is knowledge of
Windows Explorer: there are no confusing, multiple modes to recognize and master. Moreover,
all commonly used functions can be executed with the dick of the mouse on a toolbar. Less
commonly used functions are activated via standard Windows pull-down menus. LaserFiche has
the look and feel of Windows File Manager or Explorer. All dialog boxes have been designed
with strict adherence to Microsoft standards, rendering their use familiar to anyone who has used
other Windows applications.
High Capacity
Up to 100 million objects (image or text pages) can be stored on a single LaserFiche database.
As supporting software technology improves, this Iimit will increase up to two billion pages.
Moreover, these are limitations for a single database only. Using the Enterprise Edition of
LaserFiche effectively removes this limit. Furthermore, the database can span multiple physical
drives or volumes, so disk space should not be a long-term problem. A single document can
contain up to 32,000 pages.
Portability
The open architecture design of LaserFiche frees the user from being limited to any one storage
platform and media format. Using its media independence, LaserFiche can create volumes on
CD-ROM, DVD, MO-disk, ZIP and JAZ disks, or any selected storage media. Using any media
format and media device, LaserFiche expands the portable format from simple storage media to
archival distribution media, all with the' same powerful search engine.
LaserFiche's portable volumes allow these multiple media formats to be easily reg0uped and
attached to a LaserFiche database. CD-ROM or other "portable" volumes can be teatracheal to
any LaserFiche server for comprehensive searching and retrieval that can span multiple volumes.
The feature eliminates the time spent copying huge document volumes to keep records updated at
multiple sites. The "additive synchronization" of portable volumes allows users to create
volumes for distribution, which can be teatracheal to any other LaserFiche systems.
Import and Export Functions
LaserFiche can import or export text files 9r raster image files in a variety of popular formats,
including PCX; BMP; JPEG; TIFF Group IV, 11I and LZW; and uncompressed formats.
LaserFiche also provides for transferring documents from one LaserFiche system to another by
means of "briefcase" files. Briefcase files contain the images, text, index fields and folder
structure of a folder of LaserFiche documents and can be read into another LaserFiche system.
Importing fax files, gapkics or images created by another document imaging system requires no
re-scanning. Text files, including those created by word processors and COLD applications, can
easily be imported into LaserFiche.
Full-Text Indexing
If scanned images contain clearly laser printed or typewritten text, they can be indexed by every
word in their content.' LaserFiche's ExperVision optical character recognition (OCR) module
will create searchable ASCII text from the scanned images. Each word in the text is placed in a
master word list with full-text indexing. It becomes less necessary to manually code documents
that have clearly printed text, saving hours of data entry time.
,~COMPULINK
5
Documefit Imaging System City of Dublin
Traditional Index Fields
In addition to full text indexing, LaserFiche allows up to 250 index fields templates, each of
which can have up to 30 index fields. It supports ASCII (up to 254 characters), tree date, integer
and long integer data types. Users can retrieve documents that are not OCRed through a variety
of ways, and can restrict the scope of searches to text and index fields or templates.
Hierarchical Folder Browser
LaserFiche has a hierarchical document folder browser that emulates Windows File Manager' s
look-and-feel, and supports folders nested up to 650 levels deep, with up to 32,000 folders and/or
documents in a folder. Folder and document names can have up to 31 characters, including
letters, digits, spaces and punctuation marks. System administrators can design their electronic
filing system to mirror the structure of any existing paper or microfilm filing systems, thereby
shortening the learning curve.
Document Retrieval
LaserFiche has a powerful text and index integrated search .function, capable of searching through
millions of documents in only seconds. It supports both full-text and traditional field searches,
which can be used either in combination or separately. Any of the standard "wildcard" characters
(*, ?, and [ ]) can be used. The Boolean operators AND, OR, and NOT are also supported, as is a
text proximity search and "fuzzy" search. Search results can be either printed or saved in a
folder. Finally, the folder browser can also be used to retrieve documents.
Printing and Faxing
LaserFiche works with most Windows compatible printers. Compulink recommends that the City
of Dublin use a laser printer (not dot matrix, bubble-jet or inkjet) with at least 4 MB of RAM for
image printing. LaserFiche can print images, OCRed text or files stored in their native format.
LaserFiche can fax documents using nearly any fax software (single user or network) that
includes a W'indows printer driver and supports faxing of raster images. Users' ability to print
and fax documents is determined by their security rights.
Electronic Document Support
The next version of LaserFiche will offer support of electronic documents in their native format.
With the addition of electronic document support, users can now archive documents into
LaserFiche in their native format with "drag and drop" simplicity. These files can be easily
viewed by launching their native application from within LaserFiche.
Security
LaserFiche's security system provides for system "feature rights" that govern users' global access
to system functions, including viewing annotations, as well as "object rights" to specific
documents or folders. The system administrator can specify exactly what each user can do with
any document on the system. Furthermore, by allowing for the inheritance of fights via user
Soups and parent folders, the system administrator can geatly simplify the assignment of fights.
Administrators can also use redaction to keep specific information confidential.
, COMPULINK
Document Imaging System
City 6f Dublin
LaserFiche Retrieval Clients
To bring basic document imaging to every dedicated County PC, Compulink recommends
LaserFiche Retrieval Clients. Retrieval clients can work with LaserFiche Client/Server to bring
imaging to networked PCs. Compulink is recommending that the Ciy of Dublin purchase 50
retrieval clients at this time. This will give the City multiple search and retrieval stations and can
be easily expanded should the City require additional stations for different departments.
Expanded Access and Scalability
Retrieval clients represent a new concept in licensing designed by Compulink Management
Center, Inc. as a benefit for customers. Retrieval clients create a separate pool of view-only
licenses from which the LaserFiche server can draw to allow access to the database. These
clients are in addition to the pool of full-access licenses, which the server normally carries.
Retrieval clients are able to search for, view and print documents, but cannot add, delete, move or
modify files. Retrieval clients work with full-access LaserFiche clients to dramatically increase
access to documents with minimal cost. By using retrieval clients, organizations can give every
member access to documents.
Retrieval clients fill the need for information management systems that are scaleable, open and
accessible without sacrificing security or affordability. As organizations need to enhance the
range of document imaging* and document management, increasing access to existing systems
will become increasingly important. Compulink designed retrieval clients to meet the demands
on IT departments in organizations that need to expand access to their imaging systems.
Full Access to Intuitive Search
Used in conjunction with full-access users, retxieval clients can find documents using the folder
browser, template index fields or full text searches using Boolean and "fuzzy logic." There is no
functional difference in finding, viewing and printing files. The City of Dublin should designate
specific PCs as retrieval-only when installing the system. When designating clients,
organizations need to ensure that those people with heavy workloads who need unconstrained
access to LaserFiche have full-access clients. The server controls the total number of clients who
can con currently use LaserFiche documents based on the combined number of LaserFiche full-
access and retrieval licenses.
Security
LaserFiche's comprehensive security options are extended to the retrieval clients in the same way
as they apply to full-access users. Records Managers or System Administrators can control
browser and view access based on documents and folders, along with controlling access to page
level with annotations and redaction. Each retrieval client can be assigned a different level of
security. Furthermore, using retrieval clients provides an additional level of security by
preventing users from adding, deleting, moving or modifying documents.
JCOMPULINK
7
Documdnt Imaging System
City of Dublin
LaserFiche Snapshot Utility
LaserFiche Snapshot enables users to "print" files generated any Windows application (such as
MS Excel, MS Word, AutoCAD, etc.) directly to LaserFiche for archiving, storing and retrieving.
The "imaging" process retains all formatting and generates an associated ASCII text file captured
from the native application. This file can be used for full-text indexing of the document.
Originally introduced in 1995, the LaserFiche Snapshot utility was created to accommodate
customers who wanted to archive computer-generated documents as well as paper.
Optional Software
LaserFiche MAPI E-mail
Compulink uses the Windows environment to communicate with e-mall pro~ams. The
LaserFiche MAPI E-mail plug-in enables users to send any LaserFiche documents through any
MAPI-compliant e-mail system such as GroupWise, Lotus Notes or Microsoft Exchange.
LaserFiche send either a 16 or 32-bit call to the existing e-mail application through the Windows
interface. Users can attach LaserFiche documents to e-mails that can be read by any TIFF viewer
by the recipient. In, addition, users of 32-bit MAPI pro~ams have the option of sending either
single or multi-page TIFF images as attachments.
LaserFiche Bar Code Recognition
Compulink has created a 32-bit bar code recog-nition utility that fully inte~ates the LaserFiche
database with external databases. This software allows LaserFiche to recognize and process the
most commonly used bar code formats. The LaserFiche Bar Code plug-in consists of three
separate parts. The furst is the actual bar code recognition and extraction application. This
application reads bar codes from scanned images and inputs the bar code value into the template
field. The Bar Code Association utility allows LaserFiche to link a particular bar code value with
a specific document folder, ternplate and location. The Database Lookup Utility allows
LaserFiche to populate its template fieldi with values from an external database such as Access,
and input field values in return.
LaserFiche Workflow Suite
The LaserFiche Workflow Suite increases the benefits that the City of Dublin will get from its
document imaging system. While this added functionality may not be crucial during this pilot
phase, it will become more important as the City expands its system. The LaserFiche Workflow
Suite can easily interate with the City of Dublin's existing systems.
This application would notify ima~ng system participants of specific LaserFiche events. The
desig-n of this plug-in includes two user-definable properties. The first property is a list, detailed
by the system administrator, of events within the LaserFiche system to monitor. Once an event is
detected, communication is established with the existing e-mail server to send e-mail notification
of the event to the recipient. In addition, a set of condition tables will also be provided. These
conditions include the use of return receipts and timed responses. If a condition table is used, the
LaserFiche server would send either a reminder message or a second message to an alternate
recipient. These condition tables help to eliminate bottlenecks and streamline business processes.
~COMPULINK
8
Document Imaging System
City of Dublin
In addition, the application would provide the ability to automatically move or copy LaserFiche
documents based on predefined criteria from the system administrator.
Every office environment consists of the ideal and the practical, when it comes to office
automation and work distribution. Compulink realizes that the success of any workflow suite is
not its ability to follow the strict routing and reporting features of a fully automated system, but to
handle the exceptions to the rules that arise. LaserFiche provides complete access to on-the-fly
routing of document and information through its folder structure and system security. LaserFiche
software offers both simple and practical features to facilitate moving documents throughout your
organization. Using security access as the key to systems implementation allows the System
Administrator to easily modify access fights as necessary to accommodate what actually happens
in a dynamic working environment. The flexibility of LaserFiche's ad hoc workflow allows the
system to adjust to absent employees. Workflow backlog and process queues can also be re-
routed with drag and drop simplicity. In addition, the creation of an ad hoc system requires
minimal training, and administration can be accomplished very quickly with a simple GUI
interface and easily understood folder structure.
The LaserFiche Workflow Suite provides an efficient link between the LaserFiche core database
and the structured requirements of any dynamic workflow model. Compulink provides a ~oup
of user-friendly tools and utilities designed to access document data information and manipulate
it independently of other external LaserFiche functions. Compulink uses the power and
simplicity. of ODBC to link the LaserFiche database with third-party external database utilities
and customized applications to create a fully functional workflow environment. LaserFiche uses
database connectivity to create process definitions for document routing and organizational
control. Users can modify existing database utilities or create custom routines to perform data
mining, reporting or other functions within the LaserFiche database. Additional security can also
be derived through existing database protocols.
The LaserFiche Workflow Suite consists of four components: Advanced Audit Trail, Intelligent
Routing, SMTP Notification and the LaserFiche Inte~ator's Toolkit. Together, these modules
can optimize Shawnee County's use of its electronic document imaging system.
LaserFiche Advanced Audit Trail
The need for.system security creates the need for comprehensive reporting. LaserFiche
Advanced Audit Trail provides around-the-clock monitoring of access by all users and for all
documents. The LaserFiche server produces a comprehensive log to track user activity. This
information includes user log-in, time and date of all actions within the system, document access
and activity and a complete record of any other access to the LaserFiche server by any system
user. Reporting can determine current document location and status, which user examined which
documents, and any creation, editing, or deletion of documents within the system.
The LaserFiche server audit log is a vast collection of raw data that enumerates every activity
monitored by the server. The Advanced A. udit Trail Viewer Module organizes and displays the
audit log into meanin~ul and useful report data. The viewer module creates simple search
selection criteria to fmd the exact information necessary. Selectable reports can be generated that
can display document access and activity or template activity during a given time period or for a
particular user. To further enhance system administration capabilities, the Advanced Audit Trail
Viewer can also perform simple calculations based on document activity and user activity.
jCOMPULINK
Documefit Imaging System
City of Dublin
LaserFiche Intelligent Routing
An essential component in any procedural workflow system is document automation. Rules-
based document workflow requires that information move through a hierarchical system with a
minimal amount of outside intervention. LaserFiche Intelligent Routing can automatically move,
copy or delete documents within the LaserFiche database based on a predetermined set of rules.
The System Administrator uses the rules list to establish the routing protocols and conditions.
Intelligent Routing is capable of completing multiple routing schemes using different folders and
procedural formats. Using the Configuration Tool, the System Administrator can select to have
documents forwarded from one location to another, or to have documents reside in multiple
locations simultaneously. These different routing subsystems are accomplished using
LaserFiche's native copy and move facilities.
With the addition of Intelligent Routing, LaserFiche users can now direct the LaserFiche server to
automatically move documents or make copies of documents that need to be reviewed in multiple
locations simultaneously. These server-side activities are seamless to the end-user and satisfy the
most important requirements of a document management worlfflow system. In addition, by using
the move and copy facilities of LaserFiche, the System Administrator can establish a "check-in"
and "check-out" system for establishing document distribution without worrying about document
misfiling.
After the System Administrator has used the Configuration Tool to establish the document
routing procedure, the System Monitor beans its vigilance. Compulink has developed a server
service that will monitor and detect any change within the LaserFiche database specific to the
event detailed by the System Administrator. Once any event is identified, the System Monitor
will activate the Automation agent to perform the desired action. The variety of action that the
System Monitor can detect makes LaserFiche Intelligent Routing unique. Among the functions it
provides are the following:
· Presence of Documents in Folder
· Change Document Ternplate
· Document Move
· Creation of Document
System Administrators control the diligence of the System Monitor by choosing the degree of
monitoring frequency with real time processing. The automation agent would then either move,
copy or delete the appropriate documents based on the conditions of the Config-uration Tool. At
any time, the System Administrator can m-edit the Configuration Tool to modify the routing
tables, event conditions or monitor frequency to best meet the City of Dublin' s unique needs.
Compulink can develop a client application that could trigger this server process. This
application would be used at the workstation level to notify the server when additional records,
that require the automatic routing, have been created or modified.
SMTP Notification
An indispensable component to wide-scale document distribution is notification. Compulink
developed SMTP Notification to address the concerns of System Administrators and Records
Managers who are responsible for ensuring that established routing procedures are maintained
and performed on schedule.
, COMPULINK
10
Document Imaging System
City ofbublin
This application emails system participants of the status of LaserFiche documents. Additionally,
SMTP Notification can notify additional recipients of activity or inactivity within the system.
There are two user-configurable components in this component, the Configuration Tool and the
SMTP Agent. The System Administrator uses the Configmration Tool to setup and monitor the
System Monitor, which delSects the selected actions. and events. The SMTP Agent uses the
Simple Mail Transfer Protocol (SMTP) to communicate with the existing mail server to send
system notification of document status.
The SMTP Agent was designed to be configured by the System Administrator with the
notification frequency, acknowledgement timer and recipient lists. This information is stored in
an easily maintained and modified table to keep track of changing personnel and hierarchical
reporting structures. When an event is detected that requires notification, the SMTP agent is used
to send the initial email notification(s) to the system users.
The SMTP agent also keeps an acknowledgement timer that monitors when and if a user verifies
the documents sent by the server. The process is done passively by the SMTP agent. If the agent
detects that the primary recipient has opened the folder containing the document, then the
message duration counter is cleared and the agent awaits new messages. If the agent does not
receive notification from the LaserFiche server that the recipient has viewed the document folder,
the SMTP agent sends another message to the alternate list alerting of the inactivity.
Compulink has developed a server service that will monitor and detect changes in the contents of
folder and the values of document templates Within the LaserFiche database specific to the event
detailed by the System Administrator. Once any event is identified, the System Monitor will
activate the SMTP agent to perform the desired notification. The SMTP agent would then use its
duration counter and recipient list to complete the necessary notification.
System Administrators also select the diligence of the System Monitor by choosing monitoring
frequency, from batch process to real time processing. The automation agent would then either
move, copy or delete the appropriate documents based on the conditions of the Configuration
Tool. This tool uses a Visual Basic interface to enter and modify team assignments and
notification instructions. And at any time, the System Administrator can re-edit the
Configuration Tool to modify the notification instructions, .event conditions or monitor frequency
to best meet the City of Dublin's unique needs. .
LaserFiche Integrator's Toolkit
TMs toolkit contains database utilities and documentation on LaserFiche DDE calls, ActiveX
controls and database structure. It allows users to integate LaserFiche with other applications
through easily created DDE links or ActiveX calls, or by ODBC connectivity with external
database engines to access and manipulate LaserFiche files. Some possible integation
applications are to:
1. Image-enable existing databases using DDE links. Compulink Management Center,
Inc. can write these links, and Shawnee County Visual Basic/DDE proFammers
can create additions to them.
2. Import/Export data to and from other databases. This ability would be needed to
automate and synchronize LaserFiche with external databases. This feature also
allows the creation and generation of system reporting and database monitoring.
JCOMPULINK
Documeht Imaging System City of Dublin
3. Use external database engines to manipulate files. Using the ODBC drivers
included in the toolkit, LaserFiche database flies can be manipulated and accessed
by other database such as Oracle, Sybase or Microsoft SQL. Applications include
generating reports and making global changes in database files.
LaserFiche Plus Plug-in
LaserFiche Plus is the perfect turnkey solution for creating archived media for distribution. It is
now possible to create a CD bundled with a state-of-the-art "intuitive search" engine and free
image viewer, distributed royalty-free. Archived documents can be easily and quickly dispensed
to any users equipped with a Windows PC and a CD-ROM drive.
Simple Distribution
Every CD created by LaserFiche Plus is fully equipped with the LaserFiche client viewer and the
powerful search engine. Anyone with basic computer experience can search and retrieve
documents by folders or index cards. An exhaustive full-text or fuzzy logic search can quickly
assist the user in retrieving and viewing those documents that are harder to find. After retrieval,
the selected documents can be easily printed and faxed.
LaserFiche Plus documents can be sent around the world or across the office. Once the storage
media has been created, anyone can access archived documents anywhere. The Plus CD is
created in an "Autorun" format, which allows it to be played instantly on a Windows PC. This
technology allows records managers to effortlessly distribute documents.
LaserFiche Weblink
LaserFiche WebLink is a vital component of Compulink's award-winning family of document
imaging solutions: it provides a cost-effective means of providing access to documents through
the Internet or an existing intranet. The search engine in LaserFiche WebLink enables users to
search, view and print documents themselves, which could save the County's staff countless
hours and improving service. L-aserFiche WebLink can be a valuable' addition to the City of
Dubl, in's website and give citizens access to minutes, ordinances and other public information.
An example of a functioning LaserFiche WebLink installation can be viewed at
www .Iaserfiche.corn/weblink.
Gateway to Imaging
The LaserFiche WebLink product serves as an intermediary between an HTTP (Web) server
running on the Windows NT platform and a LaserFiche server. Links are generated with a CGI
executable to a LaserFiche server. When the LaserFiche server responds, LaserFiche WebLink
translates that response into an easily processed format and returns that information to the CGI
executable. The progrin then provides standard HTML to the Web server.
Any browser (following Netscape 2.0 or Microsoft Internet Explorer 1.0) that can display images
and tables can perform viewing regardless of whether the platform is Windows, Unix or
Macintosh. All features and settings are done through one configuration file located on the
LaserFiche WebLink server and are completely user-customizable. Authorized users can view
, COMPULINK
~2
Document Imaging System
City of,Dublin'
documents without needing the latest equipment or the fastest Interact or network connections,
and plug-ins, client-software and Java-support are not required.
System Requirements
No hardware changes need to be made to existing systems to integrate organized information
access using the powerful LaserFiche search engine. LaserFiche WebLink can run using
Netscape's Fastrack or Enterprise, Apache, or Microsoft's Internet Information Server software.
A simple HTML page can be customized by the Webmaster to give users access to the
LaserFiche search engine, imaging system folder structure and full-text search capabilities. Every
connection to LaserFiche WebLink uses one license on the LaserFiche server.
Opening the document imaging system to a LAN or WAN that has an existing intranet is a simple
process. The City can grant authorized users the ability to access documents without expanding
its existing network installation. System administrators can easily control document access using
the power of LaserFiche's security and the simplicity of a web browser. LaserFiche WebLink
can be configured to require passwords to access different levels of information.
LaserFiche Cold
The LaserFiche COLD solution allows users to access an existing database to perform data
mining, reporting or other functions on the COLD data. Users can quickly design different report
views to match different report types. The only programming necessary to administer the
LaserFiche COLD system is ODBC. Security can also be administered through an existing
database. The search would be carried by any Windows workstation.
jCOMPULINK
Docurn~nt Ima~oing System
City of Dublin
Appendix B
Itemized Price List
LaserFiche NT Entry Pack (2 user)
LaserFiche NT Entry Pack Priority LSAP
LaserFiche NT Retrieval Pack II (50 user)
LaserFiche NT Retrieval Pack II Priority LSAP
LaserFiche Snapshot for Entry Pack
LaserFiche Snapshot for Entry Pack LSAP
$3,995.00
$1,390.00
$5,995.00
$1,790.00
$ 595.00
$ 160.00
Software and Suppod:
LaserFiche Bar Code Plug-In
LaserFiche Bar Code Plug-In LSAP
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
LaserFiche
E-mail for Entry Pack
E~mail for Entry Pack LSAP
Complete Integrators Toolkit
Complete Integrator Toolkit LSAP
Plus Plug-in
Plus Plug-in LSAP
Audit-Trail Module Advanced
Audit-Trail Module LSAP
Automation Plug-in
Automation LSAP
SMPT Notification Plug-in
SMPT Notification LSAP
WebLink
WebLink Priority LSAP
COLD Server & Viewer
COLD Server & Viewer Priority LSAP
$2,495.00
$ 490.00
$ 295.00
$ 60.00
$2,500.00
$ 75O.OO
$3,295.00
$1,390.00
$7,995.00
$2,390.00
$7,995.00
$2,390.00
$4,995.00
$1,490.00
$7,995.00
$2,790.00
$9,995.00
.$3,490.00
COMPULINK
14