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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK, Subject: RESOLUTION OF THE CITY
ACTING I.S. DIRECTOR OF SAN BERNARDINO AUTHORIZING
THE PURCHASE OF A LASERFICHE
Dept: ADMIN/INFORMATION. __ DOCUMENT IMAGING SYSTEM FOR
SERVICES DIVI$Ie)R1G\NAL THE CITY CLERK'S OFFICE
Date: JUNE 29, 2004
M/CC Meeting Date: JULY 19, 2004
Synopsis of Previous Council Action:
Sep. 23, 2002 - Resolution #2002-308 (Item 140) - City Council authorized the Director
of Finance to amend various FY 2002/2003 revenue and expense budgets to fund the
upgrade of several systems including $250,000 for a citywide document imaging
system.
Recommended Motion:
Adopt resolution.
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Signature /
Contact person: Tom MarAk
Phone:
384-5947
Supporting data attached: Staff Report, Proposal, Agreement
Ward: All
FUNDING REQUIREMENTS: Amount: $124,159.13
Source: 679-251-5702 (IS Computer Equip.)
$21,600.00
209-375-5702 (1997 Computer Bond Funds)
$102,559.13
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Council Notes:
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Agenda Item No. ----M
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT
Resolution of the City of San Bernardino authorizing the purchase of a LaserFiche document
imaging system for the City Clerk's Office.
BACKGROUND
Document imaging systems facilitate the scanning and archiving of paper documents In
electronic form. Some of the benefits include:
· protection and preservation of vital documents from wear and tear
. fast and easy search and access to documents
. reduced storage space requirements
Over the past several years, a committee consisting of representatives from the City Clerk's
Office, Finance, Development Services, City Administrator's Office, Code Compliance, Water
Department and Information Services, evaluated the City's imaging system needs and potential
solutions.
The committee initially identified more than twenty imaging systems, and reduced the possible
selections to three systems (LaserFiche, Questys, and Liberty), based on their ability to deliver
the required functionality. All three vendors conducted on-site demonstrations of their products,
and the committee surveyed several cities that use these systems. Site visits were also
conducted.
LaserFiche was determined to be the product most compatible with the City's needs based on the
following factors:
. meets all functional requirements
. adheres to open industry standards
. modular I expandable
. reasonably priced
. successfully used by many local govemment agencies
. positive feedback from users
. local (San Bernardino) reseller with ability to sell and service the system
. optional automation of document routing processes through workflow capabilities
. optional Council meeting agenda management capabilities
An imaging system would be useful to several departments, but initial implementation will be
limited to the City Clerk's Office due to their critical need for imaging technology and budget
limitations. However, the system can be expanded in the future to accommodate the needs of
other departments without loss of this initial investment. The system is designed to support
multiple departments and could be expanded to serve as a citywide imaging system.
A notable optional component of LaserFiche is Agenda Manager. Agenda Manager is software
specifically designed for local government to automate and streamline the agenda process
(submission, routing, review, revision, approval, printing, web posting). Agenda Manager has
not been included in this purchase due to budget considerations, but it can be added later.
Having selected a system, and confirmed with the Long Beach based vendor that there is one
reseller located in San Bernardino; Information Services and the City Clerk's Office entered into
a negotiated purchase process with Imagine Systems, Inc. The final proposal is attached.
FINANCIAL IMPACT
On September 23,2002, the City Council authorized the Director of Finance to amend various
FY 2002/2003 revenue and expense budgets to fund the upgrade of several systems including
$250,000 for a citywide document imaging system (Item #14D following resolution 2002-308).
The original intent was to request approval to purchase a citywide LaserFiche imaging system
shortly thereafter; however, this was delayed due to the budget crisis, and funding for the system
was carried over to FY 2003/2004. Due to the critical need for an imaging system in the City
Clerk's Office, a scaled-down system purchase is being requested at this time.
Funding in the amount of$124,159.13 would come from the following sources:
679-251-5702 (IS Computer Equipment)
209-375-5702 (1997 Computer Bond Funds)
$21,600.00
$102,559.13
This amount covers the cost of all hardware, software, training, implementation services, and FY
2004/2005 software maintenance.
The imaging system's hardware comes with a three-year manufacturer's warranty.
Ongoing annual costs of approximately $10,000 will be funded from account 679-251-5172 (IS
Equipment Maintenance) beginning in FY 2005/2006.
RECOMMENDATION
Adopt resolution.
City of San Bernardino
Interoffice Memorandum
Information Services Division
TO:
Fred Wilson, City Administrator..-.-- ~
Tom Marek, Acting I.S. Director J.,..,rv
FROM:
DATE:
July 19, 2004
SUBJECT:
COUNCIL ACTION # 19 - LaserFiche Document Imaging System
COPIES:
At last week's agenda briefing, a question was asked concerning the individual
documentation imaging and storage systems of various departments throughout the City.
The attached paper will summarize each system and highlight its relationship to the
imaging requirements of the City Clerk.
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Document Imaging Systems
Police Deoartment - Robust, expensive system; no cost savings for Clerk to piggyback.
. The Police Department, Finance and City Clerk's Office began using the VisiFLOW
document imaging system in 1997. Over the next several years the system became
very expensive to maintain and never achieved the required level of functionality and
reliability. By November 2001, the City Clerk's VisiFLOW system was already
nonfunctioning.
. As VisiFLOW became more unreliable, the departments began a search for a
replacement. The Police Department's needs were determined to be best satisfied by
purchasing a FileNet imaging/storage system in 2002. The system is expensive ($1.2
million), but it does meet the specific requirements of the Police. The system was
developed for intricate security levels and extensive work flows that are not necessary
in the City Clerk's Office.
. The initial cost savings for the City Clerk to piggyback on the FileNet system would
be less than 2%. The City Clerk would be added on to a system specifically designed
for the Police Department and would have to adapt to the established formats and
procedures. Unanswered are the issues of logistics, training, future modifications and
cost sharing of upgrades. If hardware or software limitations occur, Police
requirements would of necessity take priority. Agenda management is not available.
Water Deoartment - New system for Water; additional hardware/software is required; not
completely satisfy the City's requirements.
. The Water Department went live on a new document management system (DMS)
(from Cimage) earlier this year. All divisions within the department have not realized
full use of this system.
. Based on existing and projected growth, the existing server is inadequate to cover the
needs of the City (minus Police). Hardware and software will need to be purchased
similar to piggybacking on the Police Department system,
. The storage device for documents is magnetic (hard disk). The IS Department has
recommended a WORM (Write Once - Read Many) media storage for off-line
permanent retention of documents, as is progranuned with the City Clerk's
LaserFiche system.
. The Water Department's system does not provide for an agenda management tool,
that the City Clerk has considered essential for future enhancement.
. There may be time when the Water Department may desire to migrate to a different
system. The City Clerk and other City departments could be placed in a difficult
position should the Water Department shift its goals or change systems.
Economic Development Agencv (EDA) - Not capable of supporting City Clerk. EDA
imaging system has been down for two months.
. Its current system is incapable of meeting the needs of EDA itself. Not capable of
handling the City Clerk's needs and certainly not able to handle additional City
requirements. The City Clerk would have to buy their own equipment (essentially a
complete system of their own) and add it to EDA's. It does not have the option for an
agenda management system.
Development Services - Currently does not have an imaging and storage system.
. Development Services imaging needs (letter and legal size) could be accommodated
utilizing the City Clerk's LaserFiche system. Small volumes of documents could
easily be handled by the Clerk's scanners. If volumes became excessive, then would
be practical to add an additional scanner in Development Services' office, however
they would still be tied into the Clerk's basic system.
. Blueprints and plans (24x36 and 3Ox42) cannot be accommodated in any existing or
planned scanners in Police Department, City Hall, EDA or Water Department. With
the proper scanning equipment, LaserFiche is capable of storing the plans and
blueprints. No decision has been made as to how the department will image and store
these blueprints and plans. Specifications have not been developed yet.
Fire Department - Currently does not have an imaging and storage system.
. Basically the Fire Department's imaging needs and current status are similar to those
of Development Services, as listed above.
City Clerk and Other Departments - Committee concludes that City Clerk's and other
departments' requirements are best satisfied by the LaserFiche imaging system.
. A committee (City Clerk, Finance, Development Services, Administration, Code,
Water Department and Information Services) was formed to evaluate the City's
imaging needs. It was determined that LaserFiche would best meet the needs of the
City departments (other than the Police).
. The LaserFiche system selected is capable of fully meeting the requirements of the
City Clerk and other departments. It is modular, expandable, easily upgraded and
simple to operate, requiring minimal training. The LaserFiche system has adopted the
existing "Windows" commands that the users are already familiar with. Agenda
management is available as an option with the LaserFiche system and can be
purchased in the future if desired.
. Many state agencies, counties, cities and school districts use LaserFiche. Other City
Clerks in southern California have been contacted and are very satisfied with the
system. Additionally, there is a local vendor in San Bernardino that is a reseller for
this product.
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RES9LUTI9N(; ~ rP1f'
RESOLUTION OF THE CITY OF SAN BERNARDINO AUmORIZING THE
PURCHASE OF'A LASERFICHE DOCUMENT IMAGING SYSTEM FOR mE
CITY CLERK'S OFFICE.
BE IT RESOLVED:
SECTION 1: The Mayor and Common Council of the City of San Bernardino
Hereby authorize the Mayor of San ~emardino, or her designee to execute a "LaserFiche
Software and Hardware Agreement" between the City and Imagine Systems, Inc., for a
LaserFiche document imaging system for the City Clerk's Office.
SECTION 2: The Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order for $124,159.13 to Imagine Systems, Inc. of San Bernardino,
California for the purchase and implementation of a LaserFiche document imaging system
for the City Clerk's Office.' The Purchase Order shall reference the number of this
resolution and shall incorporate the terms and conditions of the proposa~ which is on file in
the City Clerk's Office. The Purchase Order shall read, "LaserFiche Document Imaging
System for the City Clerk's Office. N()t to exceed $124,159.13."
SECTION 3: The authorization to execute the above referenced agreement order is
rescinded if it is not issued within ninety (90) days of the passage of this resolution.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF A LASERFICHE DOCUMENT IMAGING SYSTEM FOR THE
CITY CLERK'S OFFICE.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor
. .
and Cornmon Council of the City of San Bernardino at a
meeting thereof, held
5 on the
, 2004, by the following vote, to wit:
day of
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7 Council Members
Ayes
Nays
Abstain
Absent
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ESTRADA
LONGVILLE
McGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
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day of
,2004
The foregoing resolution is hereby approved this
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James . Penman, City Attorney
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t should not be disclosed
aluation of proposals for
LaserFiche Software and Hardware Agreement
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'.' .ag..... line
Systems, Inc., .' _,:
330 North D Street Suite 125 San Bernardino CA 92401 Tel: (909) 889-5060 Fax: (909) 889-0605
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June 28, 2004
City of San Bernardino
Attn: Shabib
IS Department
300 North D Street, 4" Floor
San Bernardino, CA 92418-0001
Dear Shabib:
The attached information is submitted in response to your request for pricing for a Document Iniaging
System for the City of San Bernardino (the City). Imagine Systems, Inc., is an authorized reseller of
LaserFiche software, manufactured by Compulink Management Systems, Inc. (CompuLink). We are
confident that after your review, you will find LaserFiche and our other recommendations well suited
to meet all your stated needs for a the City's imaging system.
As per the Information Request, we have organized this response into following sections:
I. Executive Summary
2. Suggested Solution
3. Suggested Pricing
4. Support & Training
Imagine Systems is.a computer systems integrator, as well as a respected.eensult.,'U:lt; we feel well
qualified approaching this task. In addition, Imagine Systems has over a fifteen-year track record of
successful software and hardware installations.
We would be pleased to discuss any aspects of this proposal with you. Choosing LaserFiche for the
City of San Bernardino will meet your objectives of incorporating a document imaging system with
your working environment. We, at Imagine Systell1s,look forward to working with you on this
important project. ".
,-" "'-.,,
http://www.imaginesystems.het
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Imaging System
Proposal
Contents
,
Contents.................................................................................................................................... 1
Executive Summary ................................................................................................................... 2
Proposed Solution .................................................................................................................... 3
Cost Summary ........................................................................................................................ 15
Product Developnient............................................................................................................. 18
Professional Services .................................:................:.......................................................... 22
Appendix.......................................................................:.........................................................32
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Executive Summary
The City of San Bernardino is seeking a Document Imaging System. The desired system will
use state-of-the-art document imaging technology to provide easy storage and retrieval of
various kinds of City reports and records. The City plans to take advantage of tec!u1ological
improvements and falling computer hardware prices to store these documents electronically
in a cost effective and efficient system.
The proposed system will provide fast on-line access and retrieval for imaged documents arid
reports to City staff via the City's existing LAN. Users of the system will be able to perform
searches, retrievals, viewing, printing, etc. from either their PCs, accessing information
quickly. In addition, future information requests from other departments and thepublic can
be fulfilled expeditiously, thus improving customer service and workflow.
The City desires a complete solution that will be accessed by multiple users, with the
capability to expand later. City staff will begin scanning paper-based documents and will
make the necessary arrangements to provide backfile conversion of paper documents. ' The
City reserves the right to use existing hardware or purchase hardware and scanning bureau
services independently of this proposal.
We, at Imagine Systems, are aware of the City's requirements and expectations, and are
offering the following proposal. We are capable of providing a complete solution that is
fully compatible with the City's existing network environment in both hardware and
software.
The combination of the software and hardware configuration that we are proposing should
more than adequately meet all of the City's imaging needs. The LaserFiche imaging
software is completely scaleabl~"m~;.additional users can be added by simply purchasing
additional licenses and workstations, 'if necessary. We have chosen to remain conservative
with our estimates of storage needs and expenditures to facilitate taking advantage of rapidly
falling hardware prices and increases in technology.
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Imaging System
Proposal
Proposed Solution
LaserFiche ~ The Ill1aging/Document Management System
The following section presents a brief overview of LaserFiche, the award-winning document
imaging package that forms the basis of the electronic document management system. We
take great pride in our many awards and our national media acclaim. LaserFiche was
selected Product of the Year by LAN Magazine as the best Document Imaging Package. It
has also won many other prestigious awards and favorable press reviews.
LaserFiche Document Imaging & ManagementPla,tform
The LaserFiche document imaging and management platform delivers high-volume
information captUre, retrieval and distribution across the enterprise. LaserFiche reduces or
eliminates misfiling, time lost spent searching for documents and costly paper reproduction
and distribution methods that impede information access within and among departments.
LaserFiche is a flexible document management platform that adapts to meet diverse multi-
departmental needs and allows users to maintain established, preferred procedures.
. Intelligent search provides instant document retrieval
. Reduce labor and clerical mistakes with automated OCR and indexing
. Comprehensive security protects digital archives from unauthorized
access
. Manage entire document repositories from workstations
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. . Scan paper and" import electronic files into secure digital archives of
unalterable documents
. Emulate paper filing structures with customizable folders and index
fields
. Index electronic and image-only documents with user-defined indexes
. Digital archiving provides long-term document preservation
. Synchronize service bureau output and manage retention schedules with
portable volumes
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Technical Administration
LaserFiche offers state-of-the-art n-tier architecture plus support for multiple servers and
databases, allowing administrators to configure separate databases for individual departments
while maintaining a controlled, centralized information repository. Databases can reside in .
separate physical locations and can be protected with individualized security measures. Open
architecture promotes integration with existing and future technologies.
Intuitive User Interface
Description. LaserFiche's user interface was designed to blend two important themes:
simplicity and familiarity. The system was designed to keep things as simple as possible.
All the user has to know to run the system is the Browser window, the Document Window,
and the dialog boxes. There are no confusing, multiple modes to recognize and master.
Moreover, all the commonly used functions are executed with the click of the mouse on
toolbar icons. Less commonly used functions are activated via standard Windows pilll-down
menus. The user interface was also designed to capitalize on the user's existing knowledge
as much as possible. The Browser window has the look and feel of Windows File Manager.
All dialog boxes have been designed with strict adherence to Microsoft standards, rendering
their use familiar to anyone who has used other Windows applications. Document i.ndex
cards look like paper file cards, and folder systems can emulate any existing paper or
microfilm filing structure.
Benefits. The main one is a short learning curve. With the help of a good teacher,
experienced Windows users can learn to use LaserFiche in 20 minutes.. Even people
unfamiliar with Windows applications can leam it within two days.
High Capacity
Description. Up to 100 million objects (image or text pages) can be stored on a single
LaserFiche database, Le., you can store 100 million pages of text, 100 million images or 50
million pages of images with corresponding pages of OCR-generated text. Even this limit is
c~.imposed not by LaserFiche itself, but by the Btrieve database. As the Btrieve limifexpaniIil',
or as LaserFiche becomes compatible with other databases, this limit will increase up to two
billion pages. Moreover, all these limitations are for a single database only. With two
servers, you can effectively double this capacity, or with three, triple it. 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.
Benefits. The high capacity limit of the system insures future growtbpotential. By the time
the current maximum limit of 50 million pages is exceeded, the available software will have
the ability to exceed that limit by another 50 million pages. In the interim, adding an
additional server can attain additional document capacity.
Data Security
Description. LaserFiche has a complete data security system. LaserFiche' s security has two
kinds of rights: feature rights and object rights. Feature rights control your access to the
system as a whole. Object rights govern your access to an "object," i.e., a folder or
document. If the object is a folder, rights to any folder or document within that folder are
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passed on or "inherited" from the original "parent" folder. The system has supervisors,
users, and user groups. Supervisors all have unrestricted rights. Users belonging to a group
inherit all the rights and restrictions of the group. If exceptions are needed, however, system
administrator c~ reassign rights and restrictions given by inheritance.
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Benefits. The system administrator can specify exactly what each user can do with each
document. However, by using the inheritance of rights, he can greatly simplify the process
of assigning rights and restrictions.
Both Batch and Individual Document Scanning Supported
Description. With LaserFiche you can either scan documents individually, cataloging them
at scan time, or in batches, cataloging them,later.
Benefits. wpen a large number of documents must be input over a short period, it is often
more efficient to have one-person scan and another catalog the documents. The scanner
operator in this case can be an entry-level or temporary employee, or else an outside service
bureau, who need not know anything about the content or purpose of the documents. All he
or she needs to know is how to get straight clear images on the scanner. Pages are rapidly
scanned in sequence, and another individual, who knows more about the documents'
meaning and content, assigns pages to documents, names them, and codes them at a later
time, On the other hand, if only a single or few documents need to be input, it is easier to
catalog documents at scan time. With LaserFiche, you can choose either method, giving you
the best of both worlds.
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Import and Export Image and Text Files as well as LaserFiche Documents
Description. LaserFiche can impo,rt or export text files or raster image files in a variety of
popular formats, including PCX, BMP, JPEG, and TIFF Group IV, III, 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 LaserEig,l,edocuments, which
can be read into another LaserFiche system. ' .
Benefits. Importing fax files, graphics, or images created in another document imaging
system require no re-scanning. Text files, including those created by word processors and
COLD applications, can easily be imported into LaserFiche. Likewise, it is easy to transfer
documents from one LaserFiche system to another.
"Auto-filing" Indexes Documents by Every Word in their Content
Description. 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. Then
each word in this text is placed in a master word list with full-text indexing or "auto-filing."
Benefits. It is not necessary to manually code documents that have clearly printed text,
saving hours of data entry time.
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Indexing by Traditional Index Fields
Description. In addition to full text indexing, LaserFiche allows up to 250 sets of index
fields (called Document Templates), each of which can have up to 30 index fields. It
supports the ASCII (up to 254 characters), true date, integer, and short integer data types.
Benefits. You can retrieve a variety of documents that cannot be OCRed, or you can restrict
the scope of a text search to a limited set of documents.
Hierarchical Folder Browser
Description. 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.
Benefits. You can emulate the structure any existing paper or microfilm filing system,
thereby shortening the learning curve.
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Document Retrieval
Description. LaserFiche has best text search and text/image integrated search capability
available on the market today at any price, 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. You can also use any of the UNIX
"wildcard" characters wildcards *, ?, and []. The Boolean operators AND; OR, and NOT
are all supported, as is a text proximity search. Search results can be either printed or saved
in a folder. Finally, the folder browser can also be used to retrieve documents as well.
Benefits. "Retrieve any document, by any word, any time." One way or another, you can
retrieve virtually any document you want in a multi-million-page document database in a few
seconds. With LaserFiche, no document is ever lost or misfiled.
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LaserFiche Agenda ManagementIWorkflow Suite - The Complete
Solution for Enterprise Planning (Potential Future Acquisition)
The following section presents a brief overview of LaserFiche Agenda
Management/Workflow Suite, a great addition to the LaserFiche award-winning family of
document imaging solutions and a potential future component of the suggested
imaging/document management system.
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ODBC Simplicity for Database Management
Description. The LaserFiche Workflow Suite provides an efficient link between the
LaserFiche core database and the structured requirements of any dynamic workflow model.
LaserFiche provides a group of user-friendly tools and utilities designed to access document
data information and manipulate it independently of other external LaserFiche functions.
LaserFiche uses the power and simplicity of ODBC to link the LaserFiche database with both
third party external database utilities and customized applications to create a fully functional
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workflow environment. Using database connectivity allows LaserFiche to create process
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Benefits. You can modify existing database utilities, or create custom routines to reform
data mining, reporting or' and other functions within the LaserFiche database. The only
programming language necessary to administer the system would be the SQL and ODBC.
Additional security can also be derived through existing database protocols.
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Enterprise Solution Analysis
Description. Compulink Professional Services will work directly with City staff and MIS
personnel to outline and create a workable model of the current working environment. The
model would include areas for process definition, parallel routing, sequential routing and
process monitoring. The result of the analysis is the formation of a comprehensive workflow
process that includes e-mail, Ad hoc workflow and Procedural routing. Compulink then
utilizes the features of the core LaserFiche imaging software, along with the tools from the
LaserFiche Integrator's Tool Kit, ODBC connectivity, and customized routines, to create a
completely int~grated workflow solution.
Benefits. Using the resources of the Professional Services group, the City can quickly design
different and implement both workflow 'and reporting functionality within their selected
imaging and document management system. There is very little downtime between the
selection of an imaging solution and the creation of a comprehensive workflow solution.
Ad Hoc Workflow Functionality
Description. Every office environment consists of the ideal and the practical, when it comes
to office automation' and work distribution. Compulink realized that the success of any
workflow scheme 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 make up everyday life.
LaserFiche provides complete access to on-the-fly routing of document and information
through the use of its highh'$~igned folder structure and system security. The LaserFiche
imaging software offers both 'simple and practical features to facilitate the movement of
document throughout your organization. Using security access as the key to the system's
implementation allows the System Administrator to easily modify access rights and folder
access as necessary to accommodate what actually happens in a dynamic working
environment.
Benefits. The flexibility of Ad hoc workflow allows the system to adjust to the absence of
employees. Workflow backlog and process queues can 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.
Procedural Workflow Automation
Description. The increased document volumes that exist in today's working environment
require increasing amount of time, storage, and manpower. The ability to have as many
human actions automated is increasing important to the success implementation of any
technological system. The Procedural automation component of the LaserFiche Workflow
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Suite uses user created process definitions along with easily understood routing principles to
create the final component to a well structured workflow scheme. The Visual Basic and
ODBC database routines created to meet serial, parallel, and sequential document routing
needs are administered through a set of tools and guidelines developed jointly between
Compulink Professional Services and the City. System users can create and monitor
workflow participation, document backlogs, and various workflow processes. Once
established, the LaserFiche imaging system will have the ability to scan, index, View,
migrate, queue and print documents for imaging system users.
Benefits. The establishment of pre-defined Procedural workflow will give the
imaging/document management system the ability to automatically create serial or parall~1
routing paths for City documents. In addition, the System Administrator will have the ability
to generate reports of document volumes and locations, user activity and usage, and overall
system function and effectiveness.
LaserFiche Snapshot Utility.
Enables users to "print" files generated any Windows application (like MS Excel, MS Word,
AutoCAD etc.) directly to LaserFiche for the purpose of archiving, storage and retrieval.
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 Snapshot utility was created to accommodate
customers who wanted to archive computer-generated documents as well as paper.
LaserFiche MAPI E-mail Plug-in.
Compulink uses the Windows environment to communicate with e-mail programs. The
LaserFiche MAPI E-mail plug-in enables users to send any LaserFiche documents through
any MAPI compliant e-mail system, like GroupWise, Lotus Notes, and Microsoft Exchange.
LaserFiche send either a 16 or 32-bit call to the existing e-mail application through the
Windowii..in.terface. Users can attach LaserFiche documents to emails that can be read by
any TIFF 'viewer by the recipient. In, addition, users of 32-bit MAPI programs have the
option of sending either single or multi-page TIFF images as attachments.
,,~~~'. .
LaserFiche Zone OCR Plug-In
The Zone OCR Plug-In allows you to dramatically increase your forms processing speed.
Now organizations working with large quantities of forms have the power to extract text,
create indexes, and populate template fields automatically. The Zone OCR Plug-in is a must
for any organization that wants to reduce manual data entry time and automate forms
processing.
The Zone OCR plug-in extracts text from specific zones for automatic indexing offorms.
This plug-in application minimizes repetitive key field entry and reads an unlimited number
of zones per form. Users can assign minimum OCR accuracy levels and LaserFiche Zone
OCR will display a "good" or "bad" result in a special Check field, signifying the accuracy of
each OCRed form.
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The LaserFiche Zone OCR Plug-in streamlines the process of bringing forms into LaserFiche
by allowing you to automate sorting and indexing based on form information. By assigning
regions on scanned pages to items in your template fields, the Zone OCR Plug-in gives
LaserFiche the p~wer to automatically populate those index fields.
,
On an invoice form, for example, the Zone OCR plug-in could allow you to automatically
extract a customer name, invoice number, shipping date, or any other information that can be
found in a standard location on the form, and assign each as an index for that page. Forms are
then instantly ready for lookup and retrieval, all in one easy scan-OCR-index step.
LaserFiche S<;anConnect
LaserFiche Scan Connect supports ISIS scanners. ScanConnect increases the variety of
scanners supported by LaserFiche and helps ensure that you have a supported scanner with
which to scan documents into a LaserFiche repository. '
. Cost-effective for low-end scanners
. Provides capability of scanning documents into LaserFiche Quick
Fields
. Allows loading of only the drivers specific to your scanner for efficient
deployment of scanning equipment
. Recognizes existing scanners and loads appropriate drivers
LaserFiche Audit Trail Module.
The need for system security also creates the need for comprehensive ..r.eporu,pK The
LaserFiche Audit Trail monitors system access of all users and all documents.'fne server
then produces various reports to track user activity. This information includes user login
activity, document movement and access, time and date of all actions within the system, and
any other access through the LaserFiche server of actions taken by a system user. The reports
generated can also determine current document location and status, which user examined
which documents, and any scanning, editing, or deletion of document within the system.
Technical Summary and Commentary
This section is a technical summary of the LaserFiche imaging system. It describes some of
the basic ideas behind LaserFiche and addresses the technical issues we believe should be
emphasized in confirming LaserFiche's suitability for your system.
LaserFiche currently uses distributed processing to take advantage of several processors at
once. Scanning, compression, decompression, image-enhancement, and OCR can be split
across several workstations, with the server simultaneously performing indexing, file
management, searching, security enforcement, and file migration tasks.
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Database is Portable
Due to the intelligent and flexible design of LaserFiche, the entire imaging database, or
portions thereof, can be copied or moved to other LaserFiche servers easily. For example,
you could perform back-file conversion on one server system and transfer index. updates and
image volumes (WORM, rewritable optical, and/or CD-ROM) to the main system on a daily
basis if you wish.
LaserFiche Works With Existing Hardware and Software.
Because LaserFiche uses industry standard PC's, servers and operating system software, it
can be integrated with existing equipment. Workstations using LaserFiche may be used to ,
run any standard Windows software such as Microsoft Office, Corel WordPerfect Suite,
Lotus Notes, etc., in addition to the LaserFiche software. If necessary, LaserFiche servers
can run the same backup software, utilities, mail software, and network management
software that is already used.
Likewise, LaserFiche software can be installed on any existing PC's in the future, if they
meet the minimum workstation requirements and are attached to the LAN and/or WAN.
Hardware Configuration Is Flexible
LaserFiche operates on standard Windows-compatible PC hardware. Proprietary hardware is
not required.
Integration with Existing LAN/W AN Is Simple
For the reasons listed above, integrating the LaserFiche system into existing LANs will be
relatively simple.
No Real Limits on Future Growth
A LaserFiche system based on LaserFiche client/server architecture can be readily expanded
from a single-server configuration to a multiple-server configuration.
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Numerous Storage Options
LaserFiche is compatible with numerous storage options, including magnetic, drive array,
RAID, duplexed magnetic drives, rewritable optical, WORM, CD-ROM, MO jukebox, and
CD-ROM jukeboxes.
Why LaserFiche is the Ideal System for the City
In addition to meeting all the City's specific requirements, a LaserFiche-based imaging
system has the overall system design that is ideal for the Authority's particular application:
The System Is Designed to Meet the City's Growth and Expansion Needs
The LaserFiche-based imaging system is designed to expand all the way from a stand-alone
system to an enterprise-wide internetwork with plug-and-play simplicity:
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. The system uses client-server. architecture, which both protects the document
database from workstation crashes and (more importantly) reduces network traffic to
the point where it can function effectively on W ANs or LANs using Tl cabling.
. The system is exj:>anded by the simple addition of Windows workstations and NT
servers, eliminating the need for any significant reconfiguration as the system is
expanded. The system is expanded by the simple addition of more PCs to the
network.
The System Has a Search Engine Designed for a Wide Variety of Documents
The primary indexing and search engine on LaserFiche is based on full text. Docwnents are
retrieved not only by index fields, but also by any word or phrase in their content. The full-
text search function is also enhanced in se~eral important ways:
. Boolean (logical) operators AND, OR, and NOT
. Wildcl\I'ds *., ?, and []
. Proximity search
. "Fuzzy" search that finds search strings with or without OCR errors
. Traditional index field searches
. The ability to set print search results or set them aside in folders
The System Has a High Performance Indexing Engine
The full text-indexing engine is a powerful, efficient service that performs all indexing
operations locally on the server; the index is never downloaded to workstations over the
network lines. The engine runs as a servjS;.<<,:. of the processor, where it cannot be preempted,
and where it takes full advantage of the P~ntiwn instruction sets. Moreover, the growth of
the index file size tends to taper off over time, as fewer unique words are added.
The System Provides High Levels of Data Security and Integrity
The security system provides for a system "feature rights" that govern users' global access to
system functions, as well as "object rights" to specific documents or folders. The system
administrator can specify exactly what each user can do with any docwnent on the system.
However, by allowing for the inheritance of rights via user groups and parent folders, the
system administrator can greatly simplify the assignment of rights.
No workstation has direct access to the document database files themselves. Data is
retrieved by the forwarding of information requests to the server engine, which in turn opens
the database files and returns the requested information back to the client. Data integrity is
thus never compromised by workstation interrupts.
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LaserFiche's Open Architecture Supports Easy Customization and Integration
Not only does LaserFiche have open architecture, but it also adheres strictly to Windows and
NetWare standards. No OS functions are disabled, and all files - images, text, and database
_ are stored in industry standard formats. Should the Authority need any customization
and/or systems integration, the system is designed so that it can be completed with minimum
time and expense.
World-wide Install Base
LaserFiche systems are installed on several continents, with dealers across the United States,
and in Canada, South America, Europe, Asia, and Australia
The System is Designed for a Short Learning Curve and Easy Acceptability
The user interface was designed to blend the principles of simplicity with familiarity to
shorten the learning curve as much as possible. Here are some important features:
. Most commonly used functions are initiated by clicking an on-screen icon,
eliminating complex command lines, keystrokes, or even series of menus.
. The folder "Browser" window has the look and feel of Windows File Manager.
. Dialog boxes have buttons and windows that are clearly labeled in plain English, with
context sensitive Help screens if anything seems ambiguous.
. Folder and document organization can emulate existing paper or microfilm filing
systems.
Users can follow their own procedures and work rhythms; the system itself imposes no new
procedures or deadlines on the users. Users need learn only the software itself, not an
entirely new method of organizing information, minimizing employee resistance to new
technology.
Other Benefits
The LaserFiche NT/Windows Document Imaging System offers numerous tangible and
intangible benefits to our customers, described elsewhere in this proposal and summarized
below:
Economical File Storage
. Centralized storage of reports and documents in both image and text formats.
. Reduced storage space requirements and cost through document archival to magnetic
or optical disk and off-site storage of paper document files.
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Multiple Storage Options
LaserFiche uses most mass storage options, including magnetic, drive array, RAID, duplexed
magnetic drives, rewritable optical, WORM, CD-ROM, MO jukebox, and CD-ROM
jukeboxes. Som~ installations can even use tape.
,
Quick Document Access
Efficient full text searching of free-form information, combined with the availability of
existing indexing data and other powerful search features such as Boolean operators,
wildcards, and a "fuzzy" search feature to trap OCR errors.
Instant availability of information on-screen or via printer eliminates photocopying, filing
and physical distribution of paper, and prev~nts lost, lI!isplaced or misfiled documents.
Time Savings/Il\creased Productivity
With LaserFiche, your personnel spend less time searching for and routing documents and
more time using the information on them.
Reduced Bottlenecks
LaserFiche eliminates the problems of misfiling and project delays due to mlssmg or
inadequate information. Since documents can exist in several places at once on an imaging
system, the bottlenecks involved in routing and sharing documents are virtually eliminated.
LaserFiche also lends itself to easy custom development of standard workflow procedures.
Preservation of Intellectual Assets
When organizations. lose employees due to re-organization, downsizing, or employee
turnover, valuable knowledge is often lost. All too frequently, the employees who know the
information on the documents are also. the only ones who know where the documents are.
By retrieving documents about which you know little or even nothing, LaserFiche helps
preserve valuable intellectual assets that get lost when employees leave or are temporarily
ab~nt.
Reduced Network Traffic and Improved Data Integrity
Using client-server architecture, LaserFiche manages the database completely on the server,
while the client handles the user interface. Network data traffic is dramatically reduced, and
the database is protected from corruption due to workstation crashes.
Flexibility and Scalability - No Limits on Future Growth
LaserFiche's use of industry standard hardware and operating systems, regardless of the
number of users, provides for system expansion on a modular, as-needed basis - all the way
from a single-user stand-alone system to an enterprise-wide internetwork or WAN. As the
capacity of a single server is reached, Compulink can provide the ability to attach and search
across multiple LaserFiche servers simultaneously.
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Short Learning Curve
LaserFiche's intuitive user interface, along with its ability to follow the structure of any
existing paper or microfilm-based filing system, minimizes the amount of new information
that must be learned in order to utilize the system.
Compatibility with Existing Hardware and Software
Because LaserFiche uses industry standard PC's, servers, and operating system software, it
can be integrated with existing equipment. Workstations using LaserFiche may be used to
run any standard Windows software such as Microsoft Word, WordPerfect for Windows,
etc., in addition to the LaserFiche software. If necessary, the LaserFiche servers can run the
same backup software, utilities, mail software, and network management software that .is
already in use.
Likewise, existing PC's anywhere in the department may be used to attach to the LaserFiche
system in the future, if they meet the minimum workstation requirements and are attached to
the LAN and/or WAN.
Hardware Configuration Is Flexible
LaserFiche operates on standard Windows-compatible PC hardware. Proprietary hardware is
not required. It may be advisable to obtain required hardware from its existing vendors.
Simple Integration with Existing LAN/W AN
For the reasons listed above, integrating the LaserFiche system into existing LANs is
relatively simple. Compulink can design and implement integration configurations as
necessary .
LaserFiche is the Most Cost-effective Solution
We believe that the above represents a unique combination of capabilities and performance.
Weare convinced that the LaserFiche System will result in significant tangible benefits, to
those who both maintain and utilize the information stored on the system~'
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LaserFiche Software Implementation
$
0.00
. All LSAP Charges set forth above will only be billed during the current fiscal year from the time all LaserFiche software is implemented
and accepted by the City. Depending on the exact implementation date, the above-referenced LSAP costs may be less.
Non-Imae:ine: Software:
Veritas BackUp Exec V9.l NT/W2K SVR ED
$ 600.0Q
$ 625.00
Veritas Back-Up Exec SQL Agent License
Microsoft SQL Svr - I Processor Lic & Media
$ 5,034.00
$ 750.00
Non-Imaging Software Implementation
. Additional Microsoft Server 2{)03 licenses may also be needed.
Software Total with Implementation:
$48,202.00
Hardware Costs
Server:
Compaq ProLiant ML350 G3 Xeon 2.8MHz
$32,549.99
1GB RAM/RackMount wlo Rack; I StorageWorks
Enclosure with 8 total 72.8GB hard drives;
StorageWorks SDLT 160/320 Tape Drive & 45 Tapes;
Windows 2003 Server Operating System -
(.+f _.
OEM Version (5 User); and 3 Year
24x7, 4-Hr Response Time On-Site Service
(Please see attached detailed specifications)
Invensys Powerware 9125 5000g UPS;
Distribution Strip & Rack Rail Kit
$ 2,814.97
(Cost Estimate on Powerware items is based on City provided specifications.
Any change to specifications may change the total price charged, but any change in costs is anticipated to be minimal.)
Imaging Server Hardware Implementation Costs
$ 6,400.00
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Scanners and Scan nine: Workstation:
The hardware referenced below would be in addition to one (1) existing scanning station
already in place in the City Clerk's office:
HP/Compaq d530 Workstation, P4/30Hz, 800B
HD, 512MB RAM, CDRWIDVDRW Drives, NEC
$ 4,499.94
2x$2,249.97
19" LCD Monitor, Windows XP Pro
Fujitsu Scanner, fi"5750C Color 220dpi, SCSI
$15,599.92
2x$7,799.96
Controller, Cable, Fujitsu Consumables Kit
Labor to Configure Workstation and Scanner for LaserFiche:
$ 2,000.00
.Cost shown is for configuring two (2) new scanning stations, and onc existing ,scanning station.
Hardware Total:
$63,864.82
Other Services and Costs
Trainine:
Imagine LaserFiche Training
Basic LaserFiche Training (see attachedTraining Schedule for details) $ 1,000.00
(Additional Training as needed billed at S100.00 per hour)
Audit Trail TraiHi.ng (6 hours)
$ 1,500.00
$ 2,500.00
Other Costs Total
Escrow Fees
Initial Set Up Fee Per License
$ 1,500.00
Total System & Implementation Cost:
Tax:
Max. Total with Tax:
$116,066.82
$ 8,092.31
$ 124,159.13
Other Fees and Costs Anticipated Annuallv
The above-referenced LSAPs must be renewed annually. The anticipated cost increase on an
annual basis will be no greater than 10%. Due June 30th of each year
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Product Development
Product History
Compulink Management Center Inc, created its first imaging software package in 1976. At
the time, the current PC environment was fundamentally unknown. The company's original
offering was a mainframe-based product for a major manufacturing company in the United
States. After the introduction of our original product, the company's founder, Nein-Ling
Wacker, herself a reluctant programmer, begin to refine that original offering to a product,
that would fit a wide range of applications within the ever-changing document management
marketplace.
The result of this refinement was the creation of our first market accessible product. This
product included a separate computer card for each imaging process, scanning, OCR,
indexing, image viewing. After this brief foray into both the hardware and software market,
Compulink decided to focus our efforts on software development alone. After some
planning, Compulink completed its first LaserFiche product in 1988. This DOS based
product offered users full-text search capabilities and database indexing on a PC DOS
platform. The product also offered network capabilities before the advent or Novell
NetWare.
In 1994, LaserFiche redesigned its product again to take advantage of Novell NLM and the
power of server based computing. The first LaserFiche NLM product was release and gained
an award from LAN Magazine for "Product of the Year". This first fully LAN based
product offered users a server engine that performed all indexing and search functions and
provided client search capabilities.
The next major advancement for LaserFiche was the migration from the DOS platform to the
Windows platform. In 1993 LaserFiche created its first Windows-based c1ientsoftw~.:f~r
the PC market. Since that introduction, LaserFiche has consistently upgraded and enhanced
its core product. With each passing version, LaserFiche has gained more features to assist
Records Managers, MIS personnel and the end-user.
The first product upgrade, LaserFiche 2.0, offered automatic naming, mass import of images,
and the ability to import a wider variety of image formats. Within the search engine,
Compulink added foreign character recognition, fuzzy search, and wildcard searches in full-
text or template fields. To assist in growing storage requirements, portable volumes were
also added.
The next upgrade included a host of advancements for LaserFiche users. The security
features of LaserFiche were enhanced to include comprehensive access control at folder
and/or document level. To assist MIS personnel, the ability to modifY volumes and reindex
text from server console was added to the server software. End users were given the ability
to migrate and/or archive documents from volume to volume, the ability to briefcase
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databases (the ability to importing and exporting of any LaserFiche folder) and new 3-D
buttons and dialog boxes.
Each of the features added made LaserFiche more powerful as well as more user friendly.
But none so much as the main feature of the LaserFiche 3.0 release, thumbnails (small icons
of pages). Not only did the thumbnail feature make documents easier to view and assemble,
it also made it possible to rearrange pages within the document, merge pages from one
document to another, and to create a new document from the pages of an old one. To further
enrich the functions of LaserFiche, this release included the sticky note annotation feature,
which allows the user to attach notes to a document image.
The next upgrade release, LaserFiche 4.0, featured the following additions:
. Expanded platforms through LaserFiche LAN - Microsoft NT, Novell NetWare, Unix,
LANtastic, Banyon Vines, and many others. '
. Volume Bundling or Portable Volumes - Enabling users to move LaserFiche volumes on
CD-ROM ,or other removable media from' one database to another, eliminating the
need to briefcase documents back and forth.
. Enhanced index templates - Templates can now be modified after they are created and
assigned to documents. Each database can now have up to 250 templates and 30 user
definable fields.
. Redaction - :rhe capability to' allow users to selectively black out or white out
confidential information on an image, and the redacted information can then be assigned
security rights.
Major enhancements followed in the next releases of LaserFiche. Users can now select from
a larger number of scanners with the addition of enhanced Kofax and TW AlN scanner
support. The added ability to search for a specific folder, dO!;I.!OW},Lpr batch by name was
added to the advance search options. The template fields used fotdocument organization
and management were enhanced. The software now features a "pick-list" of values, which
allows the user to choose a field value from a designated list of entries. This feature is useful
when a user needs to specifY what category a document belongs in. With a pick list, the user
can choose a category from the list, rather than have to retype a category name and
potentially misspell it.
Along with better document management and index support, LaserFiche also added enhanced
printing capabilities. This option offers the user the ability to print zoomed regions of a page.
Finally, with more ways to find and view information, LaserFiche needed to expand how
responses were displayed. Compulink increased the "document hit" list to display a much
larger number of search results within a display window.
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Current Product
Compulink now offers a full range of imaging solutions for towns, cities, federal government
agencies, and private businesses. Among the products that now offered, LaserFiche provides
solutions for many document automation and workflow applications desired for the current
working environment. The current version of LaserFiche Imaging software, version 5.2g,
provides all the features of the previous versions of the software with a few notable additions.
LaserFiche now has the ability to search for documents or maps based on not only the text of
the image, the template information of the image and the visual location of the image, in
conjunction with the name of the document, folder, or batch that contains the image. The
addition of the name search feature allows users to narrow searches to the exact information'
for which that they are looking. This addition, however, does not slow down the power and
speed of the server search that LaserFiche normally conducts.
Along with increasing the search capabilities, Compulink has also increased the automation
features of the software. The 16 and 32-bit Plug-in applications provide specific utilities for
reducing the effort necessary to enter or index information within the LaserFiche
environment. The LaserFiche Snapshot Plug-in converts documents from any Windows-
based application into a LaserFiche document using the Windows print drivers. Using this
plug-in, any user can index and archive documents simply by printing them to in their native
application.
o
The LaserFiche Bar-code Recognition software allows users to batch scan ,documents into
LaserFiche once and have the computer automatically create index information to filing.
With the ability to recognize over 10 different bar code formats, in almost any orientation,
LaserFiche can read documents and populate their templates using either the bar code
information, external database information, or bar code association tables, all automatically.
The LaserFiche Zone OCR Plug-in allows LaserFiche to read documents and place the
information contained in the document into the template. LaserFiche can create a specific
, '"''f!&-
section of the page, or zone, which the software then reads and places into the selected
template fields. Using this utility, the user can scan forms or other documents into
LaserFiche and have the system automatically populate templates.
The most recent addition to the LaserFiche Plug-in group is the MAPI e-mail utility. This
application creates a Messenger Application Program Interface (MAPI) call to the resident e-
mail program on the workstation. LaserFiche can use either 16 or 32-bit MAPI compliant e-
mail drivers. With this application, LaserFiche users can send documents to any e-mail users
with a TIFF viewer.
In addition to automation tools, LaserFiche has also developed two new options for viewing
documents. The first is the LaserFiche WebLink software. The application allows users to
publish their LaserFiche documents onto any intranet or Internet. Anyone using a standard
web browser will be able to access the simple HTML pages that LaserFiche WebLink
creates.
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The second viewing option is LaserFiche Plus. Compulink has created a portable document
viewer and search engine that can be bUrned onto CDs for royalty free distribution. With this
software, LaserFiche users can publish their documents to CD and have them viewed by
anyone with a Windows computer and a CD-ROM drive.
,
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Professional Services
Imagine Systems has the responsibility of providing software training and software support
for all LaserFiche products except the Agenda Management/Workflow Module and the Audit
Trail Module.
Compulink Management Center Inc. has the responsibility of providing software training and
software support for the Agenda Management/Workflow Module and the Audit Trail Module
if that Module is added at some later point. It is anticipated that Compulink will provide
some customization of the Agenda Management program upon any eventual purchase of that
software module by the City. Compulink has provided an estimate for training on Audit
Trail of $1 ,500.00 for a 6-hour training session. Training costs for Agenda Management will
be determined at the time of the City's purchase of that module.
InstalIationlImplementation and Training
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InstalIationlImplementation
The first step will be a site inspection to determine proper equipment placement and to
identify any network connectivity. Hardware installation itself shall consist of unpacking,
connecting, and setting up hardware, as well as installing the necessary operating systems
and drivers. It also includes testing the equipment to ensure proper hardware functionality.
After testing, software installation shall consist of installing the LaserFiche software on the
server and workstations and testing it to ensure operability.
Once a purchase order is received from the City, Imagine Systems will order all equipment
and software that are required to meet the specifications of this Proposal
Once a!l components, hardware and software, are received by Imagine, the components are
staged;configured and tested. This normally takes from 2 to 3 weeks.
.~
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After testing is completed, then Imagine schedules installation of the system at the City's
facility. Additional on-site testing is conducted to verify full functionality of the system.
This time is also used to familiarize City IS staff with the system, including back-ups, etc.
An additional 1-2 weeks is anticipated for this portion of the implementation.
After on-site installation and testing is completed, Imagine Systems will meet with IS and
department heads using the system to discuss their needs and anticipated usage, and work
with them on customizing the software implementation on the workstations. The time
allotted for this portion of the implementation will depend greatly on the input received from
the initial meeting.
o
Training
Our training program normally consists of some or all of the following elements based on a
4-hour and an 8-hour training class. Imagine shall provide training classes for a total of 10
hours. Additional training is billed at $100 per hour.
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o 4-Hour Training Schedule:
I. Introduction.to LaserFifhe
A. What is LaserFiche?
B. LaserFiche 6 Features.
II. Elements of LaserFiche
A. Documents
B. Folders
C. Templates
III. Common L,aserFiche Tasks
A. Starting LaserFiche.
B. Retrieving A Document.
o
1. Browsing
2. Searching
A. Basic
B. Advanced
C. Viewing A Template
,~:f ~
.."
D. Changing Password
E. Customizing Toolbars
F. Downloading as a PDF (not available in regular client)
G. Printing
IV. Inputting Data Into LaserFiche (only available in the full client)
A. Scanning
I. Filling in the template
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2. Autonaming
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B. Editing Templates
C. Renaming and Moving Documents
8-Hour Training Schedule
I. Introduction to LaserFiche
A. LaserFiche is a document management system, and consists of a database and an
interface to that database.
I. Document management - electronic storage of documents.
a. Input the documents.
b. Store the documents.
c. Retrieve the documents.
2. Hardware intensive.
a. Lots of activity.
b. Scanner through SCSI.
c. Takes up lots of space.
B. LaserFiche 5 Features
I. Scanning and storage of documents.
2. Native file format storage of documents.
3. Security
4. Document portability
a. Briefcase
b. Volume
5. Search and retrieval.
6. Familiar interface.
II. Elements of LaserFiche
A. Documents
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.}. Document view.
2. Document view options.
B. Folders - contll,in documents and folders.
C. Templates
I. Attached to documents.
2. Provide index information for documents.
D. Volumes
III. Common LaserFiche Tasks
A. Starting LaserFiche
, I. Click on LaserFiche in LaserFiChe program group.
2. Select database to log into.
3. Enter user name and password.
B. Retrieving A Document
I. Browse
a. Folder structure analogous to Windows Explorer.
b. Double click to open a folder or a document.
2. Search
-oBi""
,:..<.
a. Basic Search - Find words or phrases in documents.
I. Phrase
2. And
3. Or
4. Not
5. Within
6. Template
7. Fuzzy Word Search
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a. Number - Number of characters different than word searched for.
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b. Percent - Number of characters different than word searched for as a
percent based on number of characters of word searched for.
8. Wildcards (can be used in basic, advanced, and template search)
a. * (any number of characters)
b. ? (one character)
c. [] (a set of characters)
d. - (a range of characters) ex. 199[6-9], better than 199* or 199?
c. Advanced Search
1. {} - {template:jieldname="jielddata"}
2. <, <=, <>, >, >= for numbers and dates (if the template field is specified as
such. )
3. AND, OR, NOT
c
4. Use brackets to include object names that have spaces.
5. Date range - {[General Template]:date>"05/05/91"}
C. Using A Template
I. Entering information into a template.
2. Searthing using a template.
3. Viewing a template
a. Document view.
b. Template button.
4. Creating a template.
a. Tools, Options, Template, New.
b. Assign a name for the template.
c. Assign a name for each field.
o
d. Assign a type for each field.
6/2812004
26
Imaging System
Proposal
o
I. Char - for regular text.
2. Integer - for small number entries.
3 . Long Inte&er - for large number entries.
4. Date - for date entries.
e. If it is a Char, assign a maximum length for the entry.
f. Check indexing if the entry is unique.
o
D. Scanning
1. Assign a name to the document.
2. Choose a volume.
. 3. Load paper into scanner.
4. Press scan.
5. When finished, press done.
6. Scanning options.
a. Autoname
I. Used to automatically name documents.
2. Tool, Options, Autoname.
b. Properties
I. Set resolution.
2. Set color mode.
3. Set paper source.
4. Set blank page deletion.
c. Processing
I. OCR - converts document to text.
2. Index - makes the document searchable.
3. Can be done later to save time.
o
6/2812004
27
Imaging System
Proposal
d. Viewing the image.
o
I. Click on the Process tab.
2. Enable View Image option.
7. Document vs. Batch
a. Document - if each stack scanned is a single document.
b. Batch - if stack contains a large number of documents.
E. Converting A Batch To Documents.
I. Select batch mode in scan dialogue box.
2. Scan batch.
3. Click done.
4. Double click the batch to open it.
5. Select those pages that correspond to a single document, and click the>>
button.
o
6. Assign the document a name and template, and click on Create.
F. Working With Pages.
I. Changing the page order of a document.
a. Open the document.
b. Enable the thumbnail mode.
c. Click and drag to change the page order.
2. Adding pages to a document.
a. Open the document.
b. Click the scan button.
c. You will be prompted to specify where to place the new page or
pages.
3. Moving pages between documents.
o
a. Open the document with the pages you want to move.
6/28/2004
28
Imaging System
Proposal
b. Enable thumbnail mode.
o
c. Reduce the document display so you can see the LaserFiche file
browser.
"
d. Drag the pages or pages to the other document.
e. Open the other document and reorder the pages as appropriate.
4. Creating a new document from existing pages.
a. Open the document containing the pages you want to use to create a
new document.
b. Select the appropriate pages.
c. Go to View, Create New Document.
d. Navigate the dialogue boxes, and a new document will be created.
G. OCRing And Indexing Documents After Scanning.
1. Select the documents to be OCRed.
c
2. Go to Tools, OCR/Index document.
, ,
3. Select OCR and/or Index document.
4. Select Entire Document, or enter the pages you would like to OCR.
5. Click OK.
H. Working With Folders.
1. The Browse button.
2. Creating a new folder.
3. Moving a folder.
4. Renaming a folder.
1. Importing and Exporting.
I. Importing documents.
2. Importing Electronic documents.
o
3. Importing a briefcase.
6/28/2004
29
Imaging System
Proposal
4. Exporting a document.
o
5. Exporting a briefcase.
1. Annotations.
1. Redaction
a. Click on "Black Marker" button.
b. Highlight area to be redacted.
c. Double click on redacted area to change color.
2. Highlight
a. Go to Tools, Add Annotation, Highlight
b. Repeat the steps for redaction.
3. Sticky notes.
4. Stamps.
c
Maintenance and Support
Hardware Maintenance and Support
The hardware specified proposed for the City of San Bernardino is Compaq/HP would be the
preferred source of server and storage hardware. The 3-year on-site warranty offered by
Compaq/HP will cover all server hardware. Both CompuLink and Imagine Systems have
used Compaq/HP hardware succ~ssfully on many LaserFiche projects in the past. It has
proven to be very reliable, and compatible with the LaserFiche software.
Software Maintenance and Support
LaserFiche Software Assurance Plans. The LaserFiche Basic LSAP provide updates and
support for all software. Software will be supported directly by Imagine Systems and
Compulink via the LaserFiche Software Assurance Plan (LSAP). The Standard LSAP,
which is renewal annually, includes:
I. Twenty-four hour access to the Compulink Bulletin Board Service
2. Significant discount (currently up to 35%) on CompuLink consulting fees
3. Current published technical bulletins and newsletters
4. The latest release of your copy of Laser Fiche
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6/28/2004
30
Imaging System
Proposal
o
5. Teclmical support dial-in to your site. Average response time is within four hours.
Guaranteed response time within next business day.
Documentation '
All LaserFiche installations will include following documentation:
1. Hardware specification and configuration
Hardware documentation is supplied by the manufacturer. Additional documentation
should not be needed, because LaserFiche does not use the hardware in non-standard
ways.
2. Software specification and configuration
Provided in the User's and System Administration Guides.
3. Teclmical Administrative Instructions
Provided in the System Administration Guide.
4. User manuals
Included with LaserFiche.
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-.;.."
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6/2812004
31
Imaging System
Proposal
o
Appendix
1. HP/Compaq Server Specifications and Quote
2. HP/Compaq Scanning Station and Scanner Specifications and Quote
3. CompuLink Escrow Account Documentation
4. CompuLink License Agreement
5. Imagine Client References
6. Imagine Systems Business License
7. CompuLink Software Assurance Plan (LSAP) Information
8. LaserFiche Software and Hardware Agreement
c
-.....,
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6/28/2004
32
Imagine Systems, Inc.
Quote
330 North 0 Street, Suite 125, San Bernardino, CA 92401
,;1: (909) 889-5060
City of San Bernardino
Finance Department - Purchasing
300 North 0 Street
San Bernardino, CA 92418-0001
1174
_'IIIffiUI.,'
1
1
1
2
1
1
1
1
1
45
1
1
8
1
1
1
1
1
1
o
: 590997
1124629
448098
.418648
! 029776
388595
920917
013527
458299
'061892
:029796
124742
418649
278825
504005
651578
796914
869018
855770
I ~.-m'11l'1'
. Compaq, Prol ML350 X28,512M,RAID,Rack
Compaq, Xeon 2.8ghz CPU for ML350
I RAM. 1GB RAM for Protianl ML350
'Compaq, 36.4GB HS Ultra 320 hard drive
Controller, Smart Array 5304 256mb 4-CH
: Compaq Redundant Power Supply for ML350
Controller, HP U320 SCSI PCI-X Adapter
Compaq, Warranty 3 yr 4-hr. ML350
Software, MS Win2003 Svr STD-5User
Tape, Super DL T 160/320 tape
Compaq/HP SDL T 160/320 internal tape drv
HP/Compaq MSA30 RM 14-Drive enclosure
Hard Drive, Compaq 72.8GB U320SCSI10K
Compaq, 4 hr. response upgrade for MAS30
Monitor, HP S7500M 17' carbon/silver
Software, SQL 2000 Stan. 1-processor Lic
Media, SOL Server 2000 M~Qia CD
Software, Backup Exec 9.1 SOL Agent
Software, Veritas Backup Exec V 9.1 SVR
o
Imagine Systems, Inc.
330 North 0 Street, Suite 125, San Bernardino, CA 92401 Tel: (909) 889-5060
L
. b.;urlil~
32,549.99
000
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
4,999.00
35.00
625.00
600.00
Subtotal
Sales Tax (7.75%) @
Order Total
ITermS~ Net 30 ..
.....- -..-_...-
,~
IC
.C
C
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C
C
C
C
C
C
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C
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13 Jut 04
Status
Quote
::::l"h:lI"....11
32,549.99
000
000
0.00
0.00
000
0.00
000
0.00
000
000
000
0.00
0.00
0.00
4,999.00
35.00
62500
600.00
38,808.99
3,007.70
41,816.69
US Dollars
Imagine Systems, Inc.
Quote
330 North 0 Street, Suite 125, San Bernardino, CA 92401
Tel: (909) 889-5060
C
,
SOia To
Same
Ship To
CIty of San Bernardino
Finance Department - Purchasing
300 North D Street
San Bernardino, CA 92418-0001
1174
Part of LaserFiche Quote
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882832
959968
229379
ZPARTS
ADR-AOl
446609
ZPARTS
Compaq, D530 3ghz 512M 80G CDRW/DVD XP
DVD-RW, HP intemal 5,25" IDE
Monitor, NEC LCD1980SX 19" 1280x1024 75H
Cable, External SCSI Cable for Scanner
Controller, SCSI, U2W/160 Adaptec 29160
Scanner, Fujitsu fi.5750C 200dpi SCSI
Fujitsu ScanAid Scanner Cons. Kit
'-,,~\:
Qgine Systems, Inc.
330 North 0 Street, Suite 125, San Bernardino, CA 92401 Tel: (909) 889-5060
1,099,99 C
249,99 C!
899,99 C
99,99 C
299,99 C
6,999,99 C
399,99 C
Subtotal
Sales Tax (7.75%) @
Order Total
ITe~mS~__Net30
Req Ship Date
13 Jul 04
~
L .___.'''. ~,~~!~.,_,_ ,1
2,199,98
49998
1,799,98
199.98
599,98
13,999.98
799,98
20,099.86
1,55774
21,65760"
US Dollars
~ \\'
-
~ COMPULINK
lS.S Long Beach Blvd Long 8each. CA 90807
WW"N la~e,-(,(he (l)m
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TO OUR LICENSEES
Over Ihe last several years we have been requested to place our LaserF IChe@ source code
In escrow from lime 10 lime When faced with the COSI of domg so. Ihose requesllng II
deCIded Il was nOI wonh 1110 Lhem. I have resisted it also because I do nOI like Lhe mosl
Imponanr and valuable lrade seClelS of the company spread around under elleurnSlanees
In whICh (have link confidence
It seems Ihar now we are receiving more requeslS for such escrows, panrcu!arlv 1"rom Ihe
larger mstallatlons In order 10 sansly the,r requests. and my concerns. Compulmk has
ananged lor an Independenr corporanon owned and operaled by people 111 whom I have
~'Tcat confidence 10 handle stich escrows This anangemenl IS ill a leasonable COSIIO our
licensees. signtficantlv lower Ihan olher ahemanves Thar way I can be assured Ihallhe
escrowed malenal WIll lemaln confidential and m one safe place, and our licensees Will
have access 10 Ihe malenal In Ihe unlikely evenllhat Compulinl< IS nOI able 10 connnue 10
service our products.
o
ThIs service 10 our licensees will be by Terabytech Service. Inc. We have agreed 10
depOSIt our source code, updates. fixes. and other documenls wllh them 10 bC held In
Wells Fargo Bank vaults. Licensees who subscnbe 10 Lhe service will be beneticlanes of
Ihal agreement and may direclly pay Ihe fees 10 Terabytech The malerial deposlled ""II
cover all of our products m use by cune", licensees as well as fUlUJe licensees CopIes o(
Ihe Deposll A~eement and liS allachmenls are avallahle for our hcensee's 10 re\lew
The fees are $1500 10 sel up Lhe anangemenl and firsl year coverage (or each
IIccnsee desmng.t The COSlto mamlam the coverage IS only $250 per year I believe Ihal ."'<!.~
'1Ti"O,1 of our laruer licensees Will see Ihe value m Ihls service
"
Nien Lmg Wacker
PreSident
o
~LE S62.988.1688 f.~X >6298B I BBb
In;o@lased,(he (()m
o
ESCROW AGREEMENT
FOR
PROPRlliTARYSOFTWARE
"
TIllS agyeement IS enlered into as of the dale hereof between Terabylech Services, Inc ,a
Nevada Corporal ion (hereafter "Agent"), and Compuhnk Management Center, [nc, a
Cahfoffila CorporatIOn (hereafter "Deposllor") for Ihe benefit of cenain Licensees of
Deposilor's software property
D~posllor Islhe developer and owner of cenain software computer programs Ihalll
hcenses 10 various persons for use m the Licensec,'s opera lions
Depositor WIshes 10 insure IhalllS source code for lis software programs that are licensed
WlII be available 10 ,ts licensees in the event Deposllor 's unable 10 prOVide Ihe necessarY
suppon and mainlenance ro liS Licensees to maintain the conunumg operanon of lIS
sollware 'programs
IT IS THEREFORE AGREED
c
( Deposllor WIll flom t,me 10 lime deposll w,th Agent copies of liS source code,
mSlrucllons, docwnentation and any other malena[ Ihal IS necessary 10 allow the
contmued maintenance of lIS hcensed software by technically Iramed persons Such
deposits WlII be updated from lime 10 nme as necessary for updates, and new verSions of
such software.
2 Agent WIll malOtam cuslody of Ihe deposited material in a secure faclIIlY m a Bank of
liS choosmg and WIll release the deposited malerials, or copies Ihereof. only in
accordance wilh the tenns of lhis agreement.
3 Depositor represenls lhat il is the owner of the deposIted material and Ihe 1fifellectuaJ
propeny conlained Iherem: thallhere are no impedimenls 10 release of Ihe propenv
pursuant to thiS agreemenl: Ihallhe deposited material may be read by technology ,hal IS
current and contained In the deposited matenals
4. Agent IS nOI responsible for Ihe lechnical compleleness of the deposited malenal, nor
for ,ts ablhty 10 be read or useful. If a Licensee wishes 10 have the material lesled, Agent
may have the deposit tested by a qualified technician for liS readability and operauon and
prOVIde such Licensee wilh such a cemficallon, Licensee a!,'Tees to pay the Agenl its lee
for prOVIding such centfication,
5 Agent shall reasooably prolecl the conlidentialrty of the deposited male rials. Agent
may provide copies Ihis Agreement to any third party bUI shall.not disclose, transfer,
make available or use the Deposil Materials except as provided under Ihis agreement
Agent shall notify the Deposilor if il receives a subpoena or colU1 order regarding Ihe
o
o
discloswe or release of the deposit materials Depositor shall be responsible to challenge
any such order Agent and Licensees may appeal to prolecltheir rights to the depoSIted
materials with respect to any such order,
6, DepoSitor Will provide Agent Wilh the names of Licensees that have elected 10 b:lvc
the benefit of Ihls deposll agreement Agen. Will prOVide each such licensee With a Nonce
In Ihe form attached as Exhibil A Fees for these services are shown on Ex/ubi! B
Depositor may collect from Licensee Ihe fecs reqUlrcd !O be paid for Ihe service prOVIded
hereunder and remll them 10 Agent but Licensee IS responsible for payment of all fees
hereunder for both serup fees and annual contlnuanon fees Fees are due upon recelpl o[
deposit, each Licensee serup, and each Licensee renewal
c
7 Upon DepOSitor's matenal failure to SuppOfllhe proprIetary lechnolo~ In accordance
wllh Ihe applicable maintenance agreemenl; aDd
A DepOSitor becomes insolvent or generJlly [ads 10 pay, or admlls 10 wnnng lIS
Inability to pay ItS debts as thev become due, or
B a receiVer, IlUStee, or sundar offIcer" appolnled for the'buslness or property
of Depositor. or
C DepoSllor files a pellnon 10 bankruptcy, files a pellnon seekmg any
reorganization, arrangement, composlnon,
D or Similar relief under any law regarding Insolvency or rehef for debtors.'or
makes an assignment for Ihe benefil of credilors; or
E any involuntary pelllion or proceeding under bankruptcy or Insolvency laws IS
InsnlUled agalnsl the Depositor and nOI sUlyed, enJOined, or discharged Wlthrn SIXty (60)
days, or
F DeposJlor ceases active operation o[ lIS bUSiness or discontinues the sale,
licensing or mamtenance of the propnetary technology in matenal breach of the
underlying agreement or applicable maintenance agreement; or
G, Depositor adopts a resolullon [or disconnnuance of Its business or for
dissolu.ion; or
H, DepOSitor takes any corporate aCllon aUlhoflZlOg any of Ihe foregoln!:, Ihen.
Licensee may notify Agent 10 wntlng as to such Eveld'ofDefault (a "Nonce"), and shall
Simultaneously prOVide a copy of any such NOlice 10 Depositor. Unless Depositor shall
have prOVided contrary IOslrUClions to Agent within len (10) business days aner Agenl's
receipt of Licensee's notice a copy of the Escrow Materials then in escrow shall be
delivered to LIcensee by Agent within the next five (5) business days following the end
of any such ten (10) day period, licensee shall pay Agent the deposit release fee pnor 10
release of such copy Such delivery shalllerrOlnale all duties and obligations of Agent 10
DepoSitor and Licensee
8 DepOSitor and Licensees agree to indeOUlify and hold Agent harmless against any and
aJllosses, costs, damages, expenses, claims or attorneys' fees suffered or incurred by
Agent as a result of or arising from its acts or omissions, other Ihan acts thaI constirute
WIllful mIsconduct or gross negligence of Agenl, its officers, employees, agenls,
attorneys or aSSIgns,
o
o
9. Any dispute between Depositor and a Licensee relating to 01 arising from tJus
Agreement shall be resolved by a1biuahon In accordance wltb the Conunercial
Nbination Rules of the American Nbiuation AsSOCIation. Unless otherwise agreed by
DepoSItor, arbllIation Wllltake place 10 Long Beach, CalIfornia Any COWl havmg
Jurisdiction over the'maner may enter judgment on lhe aWald of Ihe arbilIator(s). ServIce
of a petitIon to confirm the arbiuation aWald may be made by first class mall or
commercial express mail to the anomey for the ParlY or, if not represented. to the Party at
m last known business address
to. Agent may resign and thus tenninale thIS Agreement at any lime by glVlOg the
Depositor at least 90 days' nolice of its intended resignation, only If any renewal fee
remams unpaid.
101 The following shall survIve upon lermination of this Agreement oj
Depositor's obligatIOns under SeCllon 8, b) Agent's obligation of confidenllallry wllh
res~t'to lbe depoSIt materials: c) ResponsIble Parry's obligation to pay Agent anv fees
or expenses due;
t02 Agent shallrelaln such deposit forlhe benefit of LIcensees lhal continue to
pay lhe annual fees for such nghls. If Deposllor prOVIdes instructions 10 dehver deposlled
malenals to anolher depository lhal accepts all Licensees, Agent WIll deliver them as
dlfecled If no LIcensee pays the annU;l1 fee requIred then Agent may destroy such
deposited maLenal
c
II This agreement may be modified by mutual agreement of Agent and Deposllor Any
modificalion shall be binding on all beneficianes/lieehsees from Ihe date of such
modl/icatlon. .
Daled thiS / ~- day of At J/
.2002
COlllpulink Management Cenler, loc
Terabylech Services. Inc
- ..:.::.-~~
-"/;i_ . ~
BYJ.-l-.--tL"ll.t7t./,I1i 11../ 2-
0" Manon TadJe )
President
By
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Terabylech Seruices, Inc.
. iAJt 77~.89~ 07)8
1802 No Canol"! Sl. SUIte 212.p7~ Canon Cil)'. Ne....ada. 8970;
1:1- 77S.88? .O~,O
NOTICE TO BENEFICIARY OF
SOFTWARE DEPOSIT AGREEMENT
(date)
(name)
(address)
Soltware Descnptlon
You are hereby nOlilied thai as a LIcensee of Ihe listed LaserFlChe@ software prOh'fams
you are a benefICiary of thai Software Deposit Agreement between Compullnk
Management Center. Inc and T erab:-'1ech ServIces, Inc. a copy of which .s anached The
depoSlled matenal,s maintained 10 a Wells Fargo Sa'nk vault and .s available 10 vou
under the lenns of Ihls agle.ment
Please refer 10 Paragraph 70r the agreement which provIdes for your abil.ty 10 access Ihe
deposlled matenals
Should you have any questIons please contact me at lhe above address or phone number
Mallon Tad)e
Prcs,d<nl
o
C'
"j
....
TERABYfECH SOFTWARE ESCROW AGREEMENT
EXHIBIT B- FEE SCHEDULE
.,
Item Description
Amount
InItial Setup Fee
Pcr LICensee
S I 500 00
Annual LIcensee Fee
S 25000
Deposll Copy Release Fec
S 1 SO 00
LIcensee (ertd;cate of Clmenl Deposll
S 25 00
-i:.'"
-~"'.
COMPULlNK MANAGEMENT CENTER, INC. LICENSE AGREEMENT
rhll j~;t If'g~r ~gH"m..nl ndwf'C'O rou. Iht ('I'd u~tr, and Cumpulillk M~nagrrnC'nl Ce'n1rr, In(. I"Cnmrulink"). The' rnclClMd
(llmpulmk soflw~,( I'fogum r'SO"T\'Y'ARf.") is Ij(tn~rJ br C<lmpulink 10 fhe: ()Iiginal (Ullnmrr and any sUbStll'l(nllr.uHkr_
rc of lh.. p'uJu(lIOt lIS( only on lht lnms 1('1 touh h..rt rlc.1u Iud Ihis Iiullu: agltCmC'nl. lJy opt:ning Ihr ..n\'fio~ {ollfainillll
(hc SOFP\lAfI.E. Ill.Halling. coPrinS. or olh..twos.. Ll~mg Ih,. SOn'wAkE. yOu aC(fl'l dlr~r Itlms. If "\)II Ju n,)! ;Ig'u 10 .hue
Ie. Ill,. DO NOT INSTAI.l OR USF. Tlil: Sl)FTWI\Rf: ~'Ou mJlv. Iu"....(.v..,. ''''lIrn I~lt UNOPFNFI) ~NVFI f)Jo>F (OI11~ining In..
"OJ r....'AIl [ 1,,!:rlhCl wilh .\11 .l<_"nnl"~"\'Ulj:. ""'1,'11 ,n~ln;~I.,. ..:td,~!:i,,1C ,,,..1 ,,,'w,' Il( pl/"''l.l~.. I" ,'"", ~,-,fr'"",<, .k;ak, ,,-ithm
III I ,h"t~l .t~)'1 "f the vl's,n"J d~le o( pu,ch;He fu, .\ ("II ,du".t
o
I <.>KANT OF lI(ENSE. 1'h'l (:.),npul'l1L pHld"" (0'>1:.11111 some I.H ;11I 'lithe lullowilllt lyres 01 ~ol"w~l( "SERVER
~OIT....,'Rf-"lh." IIJO,..tcJ .'(In,I'S on ;0 c('lnp"tCl ",Ilt,t ~ '("-CI "ntl"CLlENT S(U"T\\'AI\E"lh;l1 "lInwllI ~Olllrlfl(J or w(>I'k.
.111''''111<> "',nl III uuliu Ih,' '':1\'',',', ptfln,lt.1 b!, Iltt' s..",c, S..(IW;,,,.; "!>TltNU'1\1.0NE SOFnVARE'"lh:'1 Ol'crllte~ 00;' sin.
r.k ,00Up"lff, "N.l'G.IN SOI,""'WARE ;\,'ODlI(.[S"lh;JI nnb.: ~dd('tJ 10 Ihl' rrt~ioully IIll'llIiooetJ LI~((Fi(hc pJChcc.~
Cnmpulillk :,j1J,nH 10 you Ihe (uUu...i,,!,: fi;:nh to Iht SUI'I'I S.,m..llrl', Clitnl SU(I''':lrC, SI;lIId.:r.looc Sun,...II.:.III11II'lu&.io
5un'..lfl' ModuJu {('uIlI'Cl;vrly c"J"'tllht "SOf'r\o\'1\R[")'
The (I) 01 di\k.:lt({~) on which Ihe SOfT\"1\JtF. n'sidt:; In"y conlain Jt"tflll copiu (l/lht SfkVEM SUJTWAJtF.. uch(l( "'hich
" '-""'p:>tiblt ,,'ilh Jil(uCOl opculiog ~r.ltlll' ~'l'Iu m;IY illsblllhc SERVCR SOFTWilllE lor osr "ill, only 0111' u( 111011 'Ipenl.
"']0; lY~Ie,," ~IIIIlV "1~l'l'Iljllle. You mJY inu;'\lI ml\' copy of the SERVER SOFTWARE on <I silllt1c COl1lpulW (tht compultl run.
o",!: thl ~E.RV(R SUfTh'ltKE ~h..1I bt rtlCfrrrllO II~ Iht "SERVEIl~). Y\)O mill' inll~lIlht CLIENT SQITWARF. only nncom.
P\lI;1\ 01 '....HInIJhUIIJ Iqual 10 Ihl numbu o( CliclIl licl'l'lJu Ihlll you h""f IHluirtd ;r;nJ df~i8/l;lltJ (ttlll_'t ndllsi.t1y wilh
Ih,' St. n\'ER Thl ollmhu ul ~"Ihtllllt,j lictlUu u ,howll Olllhl Ilclnsillg Disl.:. Iccomp..nyill~ lhl SOtTh'AJtf. If you tlnu(
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VI, U.S. GOVERNMENT RISTRJC.TED RlGHTS. Ult, duplinlion, or disdnlUrt by Ihl lIniltd SI~ln GO"Clllnltnl is Jub.
Jld 10 rll\(.oiolll <IS JCl Iunh in FAt{ 52_117.14 (lunt 1987), AJltrn.Jlt lJJ(g)(.'HluntI98?). FAR S2.l27,19 (June 1987),01
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330 NOrlh 0 Slreel Suile 125 San Bernardino CA 92401
Tel: (909) 889-5060 Fax: (909) 889-0605
,
Imagine Systems, Inc.
Imaging System Clients
Software, H~rdware & Consulting Services Clients
Century 21/Lois L~uer Realty
1998 Orange Tree Lane
Redlands, CA 92374
Tel: 909.748" 7052
G/M Business Interiors (Gofoth & Marti)
234 North D Street
San Bernardino, CA 92401
Tel: 909-884-1863
Banshee Conslruction
1600 E. Steel Road
Collon, CA 92324
Tel 909-824-0393
Consulting Services Only Clients:
City of Anaheim
200 S. Anaheim Blvd
Anaheim, CA 92805
Hardware Services Only:
City of San Bernardino
Police Department
710 North D Street
San Bernardino, CA 9240 I
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ACCOUNT
NUMBER
29534
DATE PAID
03/22/2004
OWNER, FIRM OR
CORPORATION
BUSINESS NAME
ATIENTION
MAILING ADDRESS
Of: or.:
CITY OF SAN BERNARDINO
BUSINESS REGISTRATION CERTIFICATE
Thi, BUlin.1I Rc,imlllOll Cnt'('UIC docl noI 'IICliUlC 1M Ie,.. opera.ion of ,hiJ busPus II Ihis Ionlion Othe, Ipprovab by oUIa' Cicy
dcpanmrnu. ~ud. u Oc...clopmtnl 1crvM:~ _,. be ~uircd Thil CenirlCalc ;, inucd wilhoul vcri/K:ation Ihal the certifiute " I\lbjc(l 10 ~
Uen'f" from lico:nlirl& by 1M SIR. orCa.lifomia
~- The a",inc.n Own.( is rClpoNibl. 1'0.- Inly ,eMwu NO! ,eccivift. . rellC...a) l'Ia1ic:c ror iU\)' rf:tiOn Geel nol .dicvc
rUpGnloWil)' for limd)' p.I)'ft'W;nl lfnol paid ...;tll;", 30 dol)" O/lhcupirMiofI .s.tclho_... SG% pcMll)' ...i11 be ionpolC'11
BUSINESS CLASS, COMPUTERSIDATA PROCESS/Nl
NOTES,
BUSINESS LOCATION, 330 N D ST STE 125
JOHN C EASLEY
IMAGINE SYSTEMS
330 N D STSTE 125
SAN BERNARD/NO, CA, 92401-1524
EXPIRATION DATE
6/112004
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POSl I~ A rON~PICl;OLJS P/ ACE. I'll OTOC()I' II S ARE NUl VALfI)
Rachel G. Clark
CITY CLERK
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LASERFICHE SOFTWARE AND HARDWARE AGREEMENT
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I. Identification of the Parties: This Agreement is made between the City of San
Bernardino (the "Customer") with a principal place of business at 300 North
D Street, San-Bernardino, CA 92418, and Imagine Systems, Inc. (the
Provider) with a principal place of business at 330 North D Street, Suite 125,
San Bernardino, CA 9240L
2. Purpose of Agreement: Customer desires to retain Provider as an independent
contractor to provide sales and services in relation to the Customer's
acquisition of LaserFiche software, and related hardware. Provider is ready,
willing and able to provide the services needed by the Customer, and agrees to
do so under the terms and conditions set fbrth in this Agreement.
Accordingly, the parties agree as follows: .
3. Software: Customer desires to purchase LaserFiche software from Provider.
Provider is an authorized reseller of LaserFiche software, which is
manufactured by Compulink Management Center, Inc. ("Compulink").
Compulink shall be providing implementation and training on all the Agenda,
Workflow and Audit Trail Software. Any and all services provided by
Compulink are not subject to this Agreement. Estimated costs for those
services are contained in Provider's Proposal which is incorporated herein by
reference as Exhibit "I".
o
4. Hardware: Customer desires to utilize the services of Provider to provide
hardware .sales and support in relation to the implementation of the LaserFiche
program.
The installation of all hardware includes four (4) hours of service at no charge.
All additional service related fees will be billed as s~!fh in Exhibit" I ".
5. Training: Provider shall provide training in the use ofthe LaserFiche software
pursuant to the training schedule set forth in Exhibit "I". Provider shall
provide a total often (10) hours of training at no charge. Additional training,
if needed, would be billed at a rate of $1 00.00 per hour.
6. Fees: Fees and Costs associated with the purchase of the LaserFiche software
and related hardware for this project are contained within Exhibits "I"
No additional fees and costs are anticipated, however, if additional integration
and customization of the software is needed, over and above what is included
in Exhibit "I", they shall be billed at $125.00 per hour.
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All purchases and requests for services outside the normal scope of this
Agreement shall first be approved by an authorized representative of the City
of San Bernardino.
o
7. Delivery: Delivery of all items shall be effectuated pursuant to the delivery
schedule contained within Exhibit" I ". Provider shall strive to the best of its
ability to work within this delivery schedule. However, since all hardware
and software is being provided by a third party, Provider has no control of
said items actual delivery date. Any delay in delivery of hardware and/or
software will have a direct effect on the actual completion of the project.
Provider shall be relieved of all responsibility for any delay in delivery that is
not directly related to its own error.
8. Payment:
A Payment Schedule is attached here to as Exhibit "2", and is incorporated
herein by this reference.
9. Late Fees:
Late payments by Customer shall be subject to late penalty fees of 10% per
annum from the due date until the amount is paid, unless an invoice includes
disputed amounts, at which time extensions for payment may be granted until
said dispute is resolved.
10. Materials
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Customer shall make available to Provider, at Customer's expense, the
following materials: access as needed to all IT related equipment that may be
needed in relation to the installation of the LaserFiche document imaging
program, including access to workstations, scanners, etc that will tie into the
LaserFiche system.
II. Changes in Project Scope:
4'-
,;..-"
If at any time following acceptance of the terms of this Agreement by
Customer, Customer should desire a change in Provider's performance under
this Agreement, Customer shall submit to Provider a written proposal
specifYing the desired changes.
Provider will evaluate each such proposal at its standard rates and charges.
Provider shall submit to Customer a written response to each such proposal
within ten (10) working days following receipt thereof. Provider's written
response shall include a statement of the availability of Provider's personnel
and resources, as well as any impact the proposed changes will have on the
contract price, delivery dates of warranty provisions of this Agreement.
o
For purposes of this Agreement, each Modification Agreement duly
authorized in writing by Customer and Provider shall be deemed incorporated
into and made part of this Agreement. Each such Modification Agreement
shall constitute a formal change to this Agreement adjusting fees and
completion dates as finally agreed upon.
2
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12. Delays:
Provider shall use all reasonable efforts to deliver the services on schedule.
Any"delay or'Ilonperformance of any provision of this Agreement caused by
conditions beyond the reasonable control of the performing party shall not
constitute a breach of this Agreement, provided that the delayed party has
taken reasonable measures to notifY the other of the delay. The delayed
party's time for performance shall be deemed to be extended for a period
equal to the duration of the conditions beyond its control.
Conditions beyond a party's reasonable control include, but are not limited to,
natural disasters, acts of goveriunent after'the date of the Agreement, power
f;lilure, fire, flood, acts of God, labor disputes, riots, acts of war and
epidemics.
Any delay caused by the failure of Cljstomer to submit material, shall act as
an' extension or time in which Provider has to complete this Agreement. Said
failure on the part of Customer shall also be deemed a condition beyond the
control of Provider.
13. Limitation of Provider's Liability to Customer:
o
(a) In no event shall Provider be liable to Customer for lost profits of
Customer, or special or consequential damages, even if Provider has been
advised of the possibility of such damages.
(b) Provider's total liability under this Agreement for damages, costs and
expenses, regardless of cause, shall not exceed the total amount of fees
paid toJ?~~vider by Customer under this Agreement.
- .
(c) Provider shall not be liable for any claim or demand made against
Customer by any third party except to the extent such claim or demand
relates to copyright, trade secret or other proprietary rights.
(d) Customer shall indemnifY Provider against all claims, liabilities and costs,
including reasonable attorney fees, of defending any third party claim or
suit arising out of the use of the services provided under this Agreement,
other than for infringement of intellectual property rights. Provider shall
promptly notifY Customer in writing of any third party claim or suit and
Customer shall have the right to fully control the defense and any
settlement of such claim or suit.
o
(e) Provider agrees to protect and indemnifY, and save the Customer, its
agents, officials, employees, or any firm, company, organization, or
individual to whom the Customer may be contracted harmless from and
against any and all claims, demands, actions, and causes of action (the
"Indemnified Matters"), which may arise on account of illness, disease,
3
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loss of property, services, wages, death or personal injuries resulting from
Provider's negligence or willful misconduct in the performance of the
services hereunder; provided, however, that IN NO EVENT SHALL
PROVIDER BE LIABLE FOR ANY LOSS OR DAMAGES
RESULTING FROM THE OPERATION, DELAY OR FAILURE OF
SOFTWARE OR EQUIPMENT PROVIDED BY PROVIDER OR FOR
THE ACCURACY OR COMPLETENESS OF DATA, AND UNDER NO
CIRCUMSTANCES SHALL PROVIDER BE LIABLE FOR SPECIAL,
INCIDENTAL OR CONSEQUENTIAL DAMAGES. Provider agrees to
further indemnify the Customer for all reasonable expenses and attorney's
fees incurred by Customer in connection with the Indemnified Matters.
14. Confidentiality:
Provider acknowledges that the hardware and software owned by Customer is
Customer's sole and exclusive property. Provider shall treat the information
obtained while servicing said hardware on a confidential basis and shall not, at
any time, disclose the information contained on said hardware or supporting
documentation to any other person, firm, organization or employee who does
not need to obtain access thereto consistent with Customer's rights under this.
Agreement. Provider shall devote its reasonable best efforts to ensure that all
persons afforded access to the Customer's hardware and supporting
documentation protect Customer's information against unauthorized use,
dissemination or disclosure.
15. Term of Agreement:
.,~-~
This Agreement commences on the date it is executed and shall continue until
the project is completed, or for one (1) year, whichever comes first, or until
earlier terminated by one party under the terms of this Agreement. Customer
has the option of extending said Agreement for periods of one (I) year.
Actual option year pricing shall be negotiated between the parties to this
Agreement prior to exercising any given option year. Option years shall only
become effective upon issuance by the Customer of a valid purchase order.
~t":;
16. Failure to Perform
Failure of Provider to commence and complete the work within a reasonable
time may result in the Agreement being terminated by the City.
17. Termination of Agreement:
Provider and/or Customer shall have the right to terminate this Agreement by
written notice to the other party at any time provided said party provides 30
days written notice to the other party of said intent to terminate this
Agreement.
4
18. Payment Upon Tennination
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In the event oftennination of this Agreement, the Customer shall pay to
Provider as full payment of services perfonned that amount which has been
previously approved and actually incurred by the Provider at the time of
receipt of notice oftennination, which amount shall not exceed the reasonable
value of the work completed according to the Proposal attached hereto.
19. Provider an Independent Contractor:
Provi~er is an independent contractor, and neither Provider nor Provider's
staff is, or shall be deemed, Customer's employees. In its capacity as an
independent contractor, Provider agrees aM represents, and Customer agrees,
as follows:
(a) Provider has the right to perfonn services for others during the tenn of this
Agreement subject to noncompetition provisions set out in this
, Agreement, if any.
(b) Provider has the sole right to control and direct the means, manner and
method by which the services required by this Agreement will be
perfonned.
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(c) Provider has the right. to perfonn the services required by this Agreement
at any place or location and at such times as Provider may detennine.
However, Provider shall provide service whenever possible during nonnal
business hours. .
-,.,-~.."'.
-;;.....
Standard response times will depend on the nature of the service related
problem, and usual response times range from within four (4).bPurs, to
same day, or next business day, from the time a service call is requested.
Some service requests may also be handled immediately via telephone
support.
(d) Provider will furnish all equipment and materials used to provide the
services required by this Agreement, except to the extent that Provider's
work must be perfonned on or with Customer's computer or existing
software.
(e) The services required by this Agreement shall be perfonned by Provider,
or Provider's staff, and Customer shall not be required to hire, supervise or
pay any assistants to help Provider.
(f) Provider is responsible for paying all ordinary and necessary expenses of
its staff.
o
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(g) Neither Provider nor Provider's staff shall receive any training from
Customer in the professional skills necessary to perform the services
required by this Agreement.
(h) Neither Provider nor Provider's staff shall be required to devote full-time
to the performance of the services required by this Agreement.
(i) Customer shall not provide insurance coverage of any kind for Provider or
Provider's staff.
Provider shall maintain the following types of insurance with limits as
shown:
a. Workers Compensation as required by the laws of the State of
California, including Employment Liability with.$250,000 limits
covering all persons providing service on behalf of Provider and all
risks to such persons under this Agreement.
b. Comprehensive General and Automobile Liability Insurance
coverage to include contractual coverage and automobile coverage
for owned, hired and non-owned vehicles. The policy shall have at
least a combined single limit of$I,OOO,OOO.OO for body and
property damage.
c
c.
Provider shall furnish certificates of insurance and certified copies
of all policies and endorsements to the Customer evidencing the
insurance coverage above required prior to the commencement of
performance of services hereunder, which certificate shall provide
that such insurance shall not be terminated or expire without thirty
(30) days written notice to the CJ#ltomer, and shall maintain such
insurance from the time Provider 'commences performance of
service hereunder until the completion of such services.
All policies, with respect to the insurance coverage above required,
except for the Workers Compensation insurance coverage and
professional liability coverage, if applicable, shall obtain additional
endorsements naming the City of San Bernardino and all parties
represented under this Agreement, their employees, agents,
volunteers and officers as additional named insured with respect to
liabilities arising out of the performance of services hereunder.
All policies required above are to be primary and non-contributing
with any insurance or self-insurance programs carried or
administered by the City of San Bernardino or other parties
represented under this Agreement.
o
G) Customer shall not withhold from Provider's compensation any amount
that would normally be withheld from the employee's pay.
6
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(k) Provider shall provide qualified staff to perform the services required
under this Agreement.
20. Non~Solicitation of Employees:
Both parties to this Agreement agree not to knowingly hire or solicit either
party's employees during performance of this Agreement and for a period of
six (6) months after termination of this Agreement without the other parties
written consent.
21. Mediation:
If a dispute arises under this Agreement, the parties agree to first try to resolve
the dIspute with the help of a mutually agreed-upon mediator in the following
location:
San Bernardino County, California. Any costs and fees other than attorney
fees associated with the mediation shall be shared equally by the parties.
22. Attorney Fees:
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If any legal action is necessary to enforce this Agreement, the prevailing party
shall be entitled to reasonable attorney fees, costs and expenses.
The costs; salary and expenses of the City Attorney, and members of his
office in enforcing this contract on behalf of the City shall be considered as
"attorney's fees" for the purposes of this contract.
23. General Provisions:"
"-,,~;,.
,;:",
(a) Complete Agreement: This Agreement together with all exhibits,
appendices or other attachments, which are incorporated herein by
reference, is the sole and entire Agreement between the parties. This
Agreement supersedes all prior understandings, agreements and
documentation relating to such subject matter. In the event of a conflict
between the provisions of the main body of the Agreement and any
attached exhibits, appendices or other materials, the Agreement shall take
precedence.
(b) Modifications to Agreement: Modifications and amendments to this
Agreement, including any exhibit or appendix hereto, shall be enforceable
only if they are in writing and are signed by authorized representatives of
both parties.
o
(c) Applicable law: This Agreement will be governed by the laws of the State
of California.
7
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(d) Notices: All notices and other communications given in connection with
this Agreement shall be in writing and shall be deemed given as follows:
. When delivered personally to the recipient's address as appearing in the
introductory paragraph to this Agreement;
. Three days after being deposited in the United States mails, postage
prepaid to the recipient's address as appearing in the introductory
paragraph to this Agreement, or
. When sent by fax to telex to the last fax or telex number of the recipient
known to the party giving notice. Notice is effective upon receipt
provided that a duplicate copy of the notice is promptly given by first-
class or certified mail, or the recipient delivers a written confirmation of
receipt.
Any party may change its address appearing in the introductory paragraph to
this Agreement by giving notice of the change in accordance with this
paragraph.
(e) No Agency: Nothing contained herein will be construed as creating any
agency, partnership, joint venture or other form of joint enterprise between
the parties.
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24. Signatures:
Each party represents and warrants that on this date they are duly authorized
to bind their respective principals by their signatures below.
Customer: CITY OF SAN BERNARDINO
By: ..,,,,,,_
,.....
(signature)
(typed or printed name)
Title:
Date:
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Developer: IMAGINE SYSTEMS, INC.
By:
(signature)
,
J. Pat Ferraris. J.D.
Title: Business Development Manager
Date: Julv. 2004
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-,<$'-'..
-;;'"
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Exhibit "2"
Payment Schedule
Hardware - Payment is due upon delivery, utilizing the City's current payment
schedule of payment within 30 days of receipt of an invoice.
Software - Applies only to software purchased directly from Imagine Systems.
. Payment of Yz of the total software costs upon completion of training of all
required staff as provided for under this Agreement.
. Payment of the remaining Yz of software costs within 30 days subsequent to
the completion of training and contingent upon acceptance by the City of all
software. The City shall not withhold acceptance arbitrarily as long as
Imagine has preformed as specified under the terms of the Agreement and
Proposal.
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, .
OFFICE OF THE CITY CLERK
RAcHEL G. CLARK, C.M.C. . CITY CLERK
300 North "Dn Street. San Bernardino' CA 92418-0001
909.384.5002' Fax: 909.384.5158
www.ci.san-bernarmno.ca.lls
Co
July 22,2004
J. Pat Ferraris, J.D.
330 North "D" Street, Suite 125
San Bernardino, CA 92401
Dear Mr. Ferraris,
At the Mayor and Common Council meeting of July 19, 2004, the City of San Bernardino
adopted Resolution 2004-232 - Resolution authorizing the purchase of a LaserFiche Document
Imaging System for the City Clerk's Office.
Enclosed is one (I) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please be advised that the resolution and agreement will be null and void if not executed
within 90 days, or by October 18, 2004.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
"
//
~ '--f-"
')
iii,
1,'
Michelle Taylor
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity. Accountability' Respect for Human Dignity' Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 2, 2004
TO:
Lyn Humphrey, Administrative Clerk II
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2004-232
At the Mayor and Common Council meeting of July 19, 2004, the City of San Bernardino
adopted Resolution 2004-232 - Resolution authorizing the purchase of a LaserFiche Document
Imaging System for the City Clerk's Office.
Attached is one (I) duplicate original agreement. Please obtain signatures in the appropriate
location and retum the original agreement to the City Clerk's Office as soon as possible, to my
attention.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
:~=~Y?i~OO7J ~., mMti@oo do_m..
Date: - ~ _ 0 Please sign and return
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 3, 2004
TO:
Veronica Martinez, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2004-232 - Imagine Systems, Inc.
CC:
Attached is a fully executed copy of the agreement with Imagine Systems, Inc., for a LaserFiche
Document Imaging System for the City Clerk's Office. The original agreement is on file in the
City Clerk's Office.
If you have any questions, please call me at ext. 3206.
.
<.
.
. .
.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): f'\-\<1-6q Item # I~ Resolution # dOYl- Z";3z.
Vote: Ayes 1-<) Nays.e-- Abstain..e--- Absent .@-
Change to motion to amend original documents 0 Companion Resolutions
Null/Void After: 'i'O days I IO-\d--OL\
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORD W/COUNTY 0
By:
Date Sent to Mayor: ')-.) 1-0 Lf
Date of Mayor's Signature: '1-;;};;).-ot
Date ofClerk/CDC Signature: j-G)/cLj
Reso. Log Updated:
Seal Impressed:
B-'
o
Date MemolLetter Sent for Signature:
I" Reminder Letter Sent:
:'). d';:} - 01-- Date Returned: \' - 3 -64- Not Returned: 0
2nd Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
,
Yes -.L No By
Yes No-.,L By
Yes No ~ By
Yes NO~BY
Yes No
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
Animal Control 0 BOA 0 Information Services ~
City Administrator 0 Facilities 0 Parks & Recreation 0
City Attorney rtl Finance la' Police Department 0
Code Compliance 0 Fire Department 0 Public Services 0
Development Services 0 Human Resources 0 Water Department 0
Others: 3
Notes:
Ready to File:_
Date:
Revised 12/18/03