HomeMy WebLinkAbout9D - Digital Document Imaging
~11VNESO~~
MEETING DATE:
AGENDA #:
PREPARED BY:
REVIEWED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
October 21,2002
90
Kelly Meyer, Executive Secretary
Frank Boyles, City Manager
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING ACQUISITON OF
A HARDWARE AND SOFTWARE PACKAGE FOR DIGITAL DOCUMENT
IMAGING SYSTEM.
History: By law, municipalities are required to maintain many of their day-to-day
files, both from a historical perspective, as well as a practical one. As
Councilmembers are aware, the City of Prior Lake has grown at a rapid rate over
the past 10 years, and will likely continue to do so over the next 10 years.
Likewise, the volume of paper maintained by the City has also grown.
Management and storage of public records has become an issue with some
urgency for Prior Lake due to the City's limited space for storing files, and the
staffs desire to provide excellent customer service by retrieving information
effectively and in a timely manner.
Off and on, over a number of years, a variety of City staff have researched
possible solutions for managing public information, including centralized filing
systems, different microfilm systems, and other file storage systems. Although
some public records have been transferred to microfilm, none of these systems
have effectively met the City's needs. In 2001, Councilmember Gundlach and
then-Councilmember Ericson proposed using technology to address our file
storage issues, and the Council directed staff to research digital document
imaging and storage systems.
Current Circumstances: Staff began by identifying other cities that used this type
of technology for permanent document storage and, through those conversations,
became more familiar with the issues, pitfalls and potential of digital document
imaging. Two systems were most commonly identified, DocuWare and
LaserFiche. The staff also contacted a local software company called Comquared
Systems, who had custom designed document management software for the City
of Atlanta. The potential for using the Comsquared product was not pursued
however, because the development of custom software was cost prohibitive, and
it appeared a less costly alternative was available. Over the next several months,
staff worked with each of the remaining two vendors to determine what, if any,
software/hardware package would best meet the City's needs. Each of the
vendors was asked to provide on-site analysis of the City's current storage
capacity and needs, present demonstrations of their product to the staff, make a
final recommendation as to the software/hardware components, and provide a
quote for hardware, software, implementation and training.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
I:\COUNCIL \AGNRPTS\2002\DOCUMENT I MAJ(Btts!G\DOOoRTUNITY EMPLOYER
"'~--~,._-".._..
T
/'
Conclusion: Over the course of gathering this information, it became apparent
that this project would need to be approached in several steps. Those steps
include: (1) reviewing and updating the current retention schedule and applying
that policy to the City's existing records, (2) identifying our needs and purchasing
the hardware/software system for digital document imaging, (3) reconstructing the
City's current paper file management system, and (4) converting, inputting and
indexing existing files into the digital management system.
A digital document imaging system will provide significant benefit to the City. City
staff will be able to maximize the speed at which documents are available to our
customers, as well as increase employee efficiency in preparing reports and
analysis. The City will be able better facilitate compliance with the government
Data Practices Act and other records retention provisions in state and federal law
thereby protecting itself against claims by having historical material readily
available rather than misplaced or inaccessible. In the long-term, a digital system
will help the City minimize the cost of building space by eliminating the need for
storage of paper documents. Implementation of digital document imaging will also
provide the City the technical capability of for providing paperless agenda
materials and/or Weekly Updates.
To date, staff has completed the first step in this process which involved adopting
the State of Minnesota's General Retention Schedule for Cities. Thereafter, the
schedule was used to purge and index most of the records stored in the Police
Department Annex. However, more work will need to be completed for the
records currently stored within City Hall. It is anticipated that much of this issue
will be addressed in connection with the implementation of a digital document
imaging system, if such a system is authorized by the Council. This report
addresses only the issue of identifying our needs from a system perspective and
purchasing the hardware/software package.
ISSUES:
Software
Both the DocuWare and Laserfiche systems offer similar advantages over manual
management systems. A well-structured digital document imaging system will
allow the City staff to quickly and effectively locate documents electronically right
from their desktop work stations. This means more opportunity to better serve our
customers. A digital system will also greatly reduce the City's storage needs for
paper records, as well as assist the, City staff in providing an on-going effort in
maintaining our public records in accordance with the Retention Schedule, the
Data Practices Act and other Minnesota and federal records retention
requirements.
The recommendation for software is neither the smallest package, nor the
grandest. Staff is proposing a network system with five user licenses and 25
retrieval licenses. This means a total of 30 work stations could access the system
at anyone time. Twenty-five of these work stations can retrieve data while five
can add to the data base and manipulate documents. Each of these systems also
offer features that will give us the capability to automatically purge documents on
a pre-determined schedule, customized access for security, provide full-text
search capabilities of documents, add licenses and/or hardware to the system as
needed, and provide an Internet link to view public documents on the Web
through any browser.
I:\COUNCIL \AGNRPTS\2002\DOCUMENT I MAGI NG.DOC
The Laserfiche system also offers a software component that would allow
integration with the City's GIS system. This component is not included in the
quote, but will be planned for during the set up of the software, and then budgeted
at a later date. The approximate cost of this component is $3000. This component
will allow staff to literally select any piece of property or roadway on-screen, and
be linked to all related documents, including correspondence, City Council and
Planning Commission minutes, variances, building permits, and engineering
reports. The vendor will be present at the meeting to provide a brief
demonstration.
The other areas where the software differs is in cost, and in the structure (or
usability) of its software. In the discussions staff had with other cities who have
digital systems (Savage, Rosemount, and Red Wing), the single reason the cities
gave for why a system succeeded or failed, was that the system needed to be
easy to learn. If the software was too complicated, any training provided was not
maintained by the occasional user, and thereafter, the system not fully utilized.
In determining which system provided the most usable software, both vendors
where asked to make presentations to the Department Head staff. I was also
able to participate in detailed off-site demonstrations to view each of the systems
at work. Based upon feedback from the presentations and my analysis, the
system that is the most user-friendly and would be best utilized by the City staff is
the Laserfiche system. Laserfiche is a Microsoft Windows based software and is
similar in structure to the Explorer software the City already uses to manage
computer files, which means there should be a very small learning curve.
Hardware
Each of these systems are modular, meaning that additional components can be
added as the needs or organization grow. Very little hardware is actually
necessary since the software will be accessible through existing work stations.
The hardware provided within the software package proposes two high-speed
scanners with duplex capability.
Either system can operate from a Microsoft NT Server with 32 MB. The City has
an existing Dell server. However, both vendors recommend a larger, high speed
server with a Sequel database given the search capabilities of the software and
the document capacity the City requires. Sequel also allows the document
management software to better integrate with existing software, and will provide
faster and greater capacity in managing and retrieving the extremely large
number of public records. In the case of Laserfiche, Sequel software is necessary
to integrate with ArcView, the City's GIS software.
Neither of the software vendors are technically equipped to provide the systems
that would integrate with the City's current network. Part two of this agenda item
asks the City Council to consider authorizing an upgrade the City's servers so that
we can most effectively operate the software product.
FINANCIAL
IMPACT:
The two quotes received for the digital imaging software are attached. Each quote
includes costs for software, support, installation and training, and hardware.
1:\COUNCIL\AGNRPTS\2002\DOCUMENT IMAGING.DOC
T
T
Vendor AMI Imaging Crabtree Companies
System DocuWare Laserfiche
Software package $26,210 $22,694
Hardware (excluding server) $13,680 $11,200
Professional Services, including
installation, consulting, and training. $7,750 $4,500
Total Software/Hardware System $47,640 $38,394
Annual Maintenance $5,811 * $5,595*
TOTAL $53,451 $43,989
*The costs for annual maintenance differ slightly in that AMI Imaging quoted 9
total hours of additional software support (in addition to installation costs), with
additional support available at $1500 per 10 hour block. They also include
unlimited hardware support in the first year for a cost of $1,311.
Crabtree Companies has quoted 8 total hours of software support (in addition to
installation costs), with additional support available in pre-paid blocks, or billed at
$125.00 per hour.
The annual maintenance period for both either vendor would be effective January
1, 2003.
This project was initiated at the direction of the City Council. The project has not
been included in the City's Capital Improvement Program planning or budget
process. If the Council chooses to proceed with the project, funds would need to
be designated from the Contingency Fund.
NEXT STEP:
Based upon the quotes received, the structure of the software, and the potential
for integrating with the GIS system, staff would recommend the purchase of the
Laserfiche digital document imaging system. Once the system has been identified
and installation begun, a committee of City staff will begin to address how the
existing paper system will be reorganized and indexed to best utilize the software.
This committee will also recommend a policy for what types of documents should
be included in the digital system, and how to best convert the City's existing
records. This part of the project will take considerable time. It is likely that the
system would not be fully operational for one year. If this project proceeds,
additional funds would be required in some fashion to complete the conversion of
existing large-format drawings, microfilm & paper records, as well as possible
temporary staffing. The staff would either incorporate these costs into the data
processing budget for 2004, or return to the Council if funds are required prior to
that time.
AI,. TERNA TIVES: (1) Motion and Second to Adopt a Resolution Approving the Acquisition of a
Hardware and Software Package for Digital Document Imaging.
(2) Defer action on this item and direct staff to provide additional information.
(3) Take no action.
RECOMMENDED
MOTION: Alternative (1).
I:\COUNCIL \AGNRPTS\2002\DOCUMENT IMAGING.DOC
RESOLUTION 02~ I rD
A RESOLUTION AUTHORIZING ACQUISITION OF A
HARDWARE AND SOFTWARE PACKAGE FOR
DIGITAL DOCUMENT IMAGING
Motion By:
Second By:
WHEREAS, the Data Practices Act and other Minnesota and federal statutes and regulations require
the City of Prior Lake to preserve its public and historical records; and
WHEREAS, the City of Prior Lake is committed to providing quality customer service through its ability
to retrieve records efficiently and in a timely manner; and
WHEREAS, the City of Prior Lake has determined that digital document imaging would provide the best
long-term solution to retaining, accessing and storing its public records; and
WHEREAS, The following quotes were received in accordance with the City purchase policy for the
acquisition of a digital document imaging system:
Vendor AMI Imaging Crabtree Companies
System DocuWare Laserfiche
Software package $26,210 $22,694
Hardware (excluding server) $13,680 $11,200
Professional Services,
including installation, $7,750 $4,500
consulting, and training.
Total Software/Hardware $47,640 $38,394
System I
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that:
1. The recitals set forth above are incorporated herein.
2. The City Council authorizes an expenditure from the Contingency Fund in an amount not to exceed
$38,394 to acquire the Laserfiche digital document imaging system from Crabtree Companies, Inc.
3. The City Council authorizes an expenditure from the Contingency Fund in an amount not to exceed
$5,595 beginning January 2003 for the annual software maintenance costs for the first year from
Crabtree Companies, Inc.
4. The City Manager is authorized to execute all necessary documents to effectuate this transaction.
PASSED AND ADOPTED THIS 21st DAY OF OCTOBER, 2002.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
,
YES
NO
Haugen Haugen
Gundlach \. Gundlach
Petersen \. Petersen
leMair \., leMair
Zieska '\ Zleska
City Manager, City of Prior Lake
R:\RESOLUTI\ADMINRES\digital imaging. DOC
';>t"
The New Generation of
Records Management
Systems
...glide effortlessly
through a sea of paper
and pinpoint the exact
document you need,
precisely when you
need it.
~L A S E R Fie H E ~
Client - Server Document Imaging
The Premier Imaging and
Management Solution
LaserFiche Document Imaging is the
ultimate way to archive, manage and
retrieve your documents. With
LaserFiche, your documents are
stored in a central location, so the
people who need them most can
easily access them. Simply scan in
paper documents or drag in files from
your other software applications. Our
state of the art client-server design
enables you to find and share
documents fluidly, efficiently and fast.
, Since 1987, Laser:Fiche has pioneered
high-volume document imaging,
providing solutions for over 15,000
corporations and government agencies.
Engineered to Find Files
Faster
What makes LaserFiche unique? It's
designed so that you'll actually enjoy
using it. Using whatever you know
about a file, LaserFiche will pinpoint
it in seconds. If you know where the
file is stored, just click on the
appropriate folder or type the name
into the search dialogue box. If you
know how a document has been
categorized, you can search the index
fields. Maybe you only know a specific
word or phrase in a scanned
document, such as "recycling
programs." LaserFiche will find it with
an extensive full-text search. You can
also use fuzzy logic, Boolean logic and
r
a proximity search to widen or narrow
the search results. Once you get the
results, you can jump right to the page
you need. LaserFiche even highlights
the words you want, so you don't have
to read the whole page to find them.
Save Time
With to day's offices producing floods
of information, finding what you need
can be extremely time-consuming.
And if a document gets lost or
misfiled, the time and money wasted
quickly add up. LaserFiche lets you
and your coworkers find files in
seconds right from the computer,
instead of making constant trips to the
filing room or someone else's desk.
Save Office Space
With your paper documents stored as
digital images in LaserFiche, you are
no longer dependent upon hard
copies. Expendable documents can be
destroyed, while others can be stored
off-site.
Improve Collaboration
LaserFiche improves the routing and
workflow of documents. Files can be
copied or moved to the folder of the
next person who needs to see them.
Other LaserFiche products let you
easily distribute thousands of pages:
either on searchable CDs with
LaserFiche Plus or on the web with
LaserFiche Web Link.
LaserPiche: The Client
Easy Input
Bringing documents into LaserFiche is
nearly effortless. Just use your mouse to
drag and drop electronic documents
into the system. Paper documents can
be scanned individually or in a batch
for greater efficiency. Once in
LaserFiche, a batch can be divided into
separate documents. The built-in
Optical Character Recognition (OCR)
can automatically index all words from
paper documents for full-text retrieval.
LaserFiche also allows you to:
. Simultaneously OCR batches of
documents on multiple computers.
. Assign or update index fields at any
time.
. Add Bar Code and Zone OCR Plug-
ins to automatically populate index
fields.
. Use Portable Volumes to add
LaserFiche documents from service
bureaus or other offices with ease.'
Complete Document
Management
Managing a large repository of
documents can be a challenging task.
Documents need to be carefully
categorized and filed systematically. The
advantage to a LaserFiche system is that
you can adapt it to the filing
methodology you're already using.
Documents can be named, placed in
folders and assigned index fields -
making organization logical and simple.
fhese are some of the powerful tools
:hat LaserFiche offers for records
nanagers:
Digital Archiving preserves archives
for long-term access.
Portable Volumes accommodate
retention schedules and disaster
recovery needs.
Electronic Document Support lets
you archive files in their native
format.
. Version Control lets you import
updated copies of archived
electronic documents.
. Comprehensive Security controls
access to folders and documents as
well as access to features and
functions.
Digital Archiving
Preserves Documents
LaserFiche Digital Archiving preserves
your paper documents by storing them
as images in a non-proprietary TIFF
format. These images cannot be altered
and will remain accessible by future
systems. In addition, electronic
documents imported into LaserFiche
are preserved as archived originals.
Digital Archiving also prevents damage
from daily wear and tear because users
can view and print images from their
computer instead of handling the
actual document.
Portable Volumes Give
You Flexibility
LaserFiche Portable Volumes let
records managers group large numbers
of documents for easy classification
and transfer. You can accommodate
retention schedules by creating
volumes based on expiration dates and
transferring them to CDs or other
removable media. You can outsource
scanning and quickly attach the new
files to your database. Portable
Volumes can also simplify the disaster
recovery process. If necessary, your
entire repository of documents can be
quickly reconstructed from backup
copies stored in a secure, off-site
location.
Instant Access to
Electronic Documents
With Electronic Document Support,
you can store documents from any
Windows-based application in
-~'"
-.,
\
......
\.
........
LaserFiche together with images of YOur
paper files. From spreadsheet, word
processing or presentation documents to
digital photo or video files, you can
move them into LaserFiche with drag
and drop ease. This gives you archived
versions that can be opened in their
native format. It also makes LaserFiche a
one-stop location for any archived file,
whether scanned or electronic.
Make Changes, Keep the
Original
If any updates need to be made to
an archived electronic document,
LaserFiche Version Control will store the
revisions, too. LaserFiche can make a
copy of the original and assign a new
version number each time it's saved. You
don't have to worry about accidentally
changing an original file, because the
changes only apply to the new copy.
Keep Documents Secure
LaserFiche's Comprehensive Security
gives you document control on many
levels. With Feature Rights, you can
determine what functions a staff
member may use, such as scanning and
printing. Access Rights specify who can
view certain documents or folders, as
well who can rename documents or see
through redactions. For extra security,
our Audit Trail Plug-in allows you to
track and search document activity -
including who has viewed a document
and what actions they performed on it.
ce. . . Searches that would
have taken me three or
four days were completed
in minutes using
LaserFiche. . . "
Linda B u tla
City Clerk
Flagstaff, AZ
w Compuhnk ld!CIFH:he (Mdvorl ii4[,J[3
rnfJ~ItJIIT\'~I~H~ ru Cc "~, ~: '"'
r:-=- ~Ull'i~:~
o Administrotoon
o Coy CI...
~ 0 City coun.. eil M..tings
o Council Members
o Inlannotlon R.qunt,
o Old..om:o,
o RlloIutlDm
o Finance D.partment
to Account' P'yoblo
OEludgot
OPoyroM
o Humsn R.loun:lI
to Applicant,
o Pwsonnol
t- 0 Logo! Dlp_
L 0 Co_ct,
I-e Moyor
'- 0 PUOlic AIIoirs
'-
~ Coy Broch...
III City Council Speech.ppt
iii Coy Logo
Iil Conotruction Propolll
~ Contact tilt,XIs
II Exp.n.. R.pan, xis
~ Fin,"c. Ropon
II Hospllli SPllth,ppt
Iil LoI1..
Iil Map
Images
Microsoft ~owerPoi
Imagoo
Irnsgll
Mlcrol" Excol Wo
Microsoft Excel Wo
Imlgn
Microsoft PoworPoi
Imog..
Imog..
iii Proposod Budget
iii Ribbon Cutting Progmn
~ Schodulul,
~ School Dilirict Spalch. ppt
iI1l r...., Agondo, doc
Imogos
lmag..
Microsoft Excel Wo
Microsoft PoworPoi
Microsoft Word Doc
Documents are stored in an intuitive folder system. Simply
click on a document to view it.
Documents matching
the search criteria are
listed.
Fuzzy search takes OCR
errors or misspellings
into account.
Use Boolean operators
or proximity search
to narrow or widen
a search.
Lines of context show
how a word is used.
.111I ,I
.1Il2p,1
.llllp,1
..p.l
.1I6p,1
. 116 p,1
./fI p,'
.llllp,5
. !Ill p,5
.1IIIOp.6
bor 21. 1996
bor 21. 1996
bor 21. 1996 Tho
intment to ~ark and
upp 10 Iho Pork ImI
o from the Park Ind RecntldOll Comm;.tGn, Mayor Marshall,. rnmendl the
o from the Parie: and Rea....Oft Comm..an, Ma...llleyor M aM OCIT
RK OFFICE OF THE MAYOR October 22.1996 ...Comm on 10 complotl a
Cordillly, ".r Paries ..Community S... Com""'an I "commen
VIIeaney on Park and Reere.ti.. COmm....n and ...MAYOR Odobe, 11,199
The full-text search can be used to find an imaged document
when you don't know what folder it's in or what index fields
have been assigned.
I
-----,-
Municipal R,colds
t:J Adminmration
OCltyClortc I
~ 0 C~y COUflCU '"
o Counco hlombi
o Info""ot.on R.,.
o OrdinlnclI 1
o~:~=ns :
01997 I
o 1998
01999
o 2IXIl
o Financ. Oeplltmei
to Accounto pay!..
o Budgll !
OPoyro'l
o Humin Resources
--~,,-
==--::.::.o:::."::'..':':.='.:....
.....-...---..--.........--
---'---."-
1112'
01/02/1 "6
.....,.,r Patsy ....ud.1
Fundi A11.COIlen
Po.oed
Dole
-----.....-----
-~-----
-"'''-'''-
----
------.....
~--_...._--,---
-----
_or
Subject
SIIIluI
Comnte....
--..-...---..--...-..
-----
-........-----..
-------
=--_.. ..,-.......,.........-
- .--......-.-
:,.:t=::.
,J ~ "...,.,L
Customizable index cards can be used to organize and
classify documents.
Annotations and sticky notes
are image overlays and don't
affect the original.
Words or phrases that were
searched are highlighted for
easy reference.
--
......
110\ RFCr;.-N'W'().r:TlOH
"'-.........-Ol_KnlIOII...."-_
__"'_0.-31,1_
9jo IiIl~ChTM: lkNAolAlIT
CIIll5CJ&'9!:)t;
,~
Iil~
Document images appear just like the original. Copies can be
printed or faxed at any time.
LAS E RF I C H E@
Document
1m Q g ; n g
,A....""ll1i;;;., ',",,''''''''i''~''''-- 'it,,-,",, "" ,*i,,~'.'illl~TiE~~u.ili"'"-"'i.I......J:..~ ...d...""b .,.,." ,bi;',~' h-.,,,I.ll'l ,_I ""-_ _ ',_, -_""m%,-'om "'--'I"ld=hri,""'t I _ ,,';;h "Ir.o::""",,,,.,,,,ill1f14,-,"'ikiI,,,,,,,~\r~~~~ l1~;_\'V,;hl.,j""I..,...,:.J,!h(j,h-l ""i!"'--.,-,"mL~1U'_'t, '" 'APt
PARTIAL LIST OF INSTALLED ApPLICATIONS: FEDERAL GOVERNMENT
Aberdeen Proving Grounds
Bureau of Land Management
CIA
DC Department of Consumer Affairs
Department of Energy
Edwards Air Force Base
Environmental Protection Agency
Falcon Air Force Base
FBI
Federal Energy Regulatory Commission
Fish & Wildlife Service
General Services Administration
Grissom Air Reserve Base
IRS
Library of Congress
Los Angeles Air Force Base
NASA Goddard Space Flight Center
Naval Air Station, California, MD
Naval Air Warfare Center
Naval Research Laboratory
NAVICp, Philadelphia, PA
NMED / DOE Bureau
NSWC
Office of Environmental Health
Office of the Attorney General
Postal Rate Commission
Ramstein Air Force Base
Randolph Air Force Base
SUPSHIP Puget Sound Navy
Tinker Air Force Base
US Agency for International Development
US Air Force Inspector General
USArmy Corps of Engineers
US Army ISSM
US Attorney, Richmond,VA
US Attorney's Office
US Bankruptcy Court
US Customs Service
US District Court, Burlington, VT
US Marshals Service
US Naval Station, Pascagoula, MS
US Navy
US Postal Service
USDA Forest Service
Veterans of Foreign Wars of The United States
l\1i')"LASERFICHE
, 508 Compliant
\(L
Document
ASER
Fie H E@
1m
.
agIng
PARTIAL LIST OF INSTALLED ApPLICATIONS: CA MUNICIPALITIES
City of Agoura Hills
City of Anderson. City Clerk
City of ATroyo Grande. City Clerk
City of ATroyo Grande. Police Department
City of Atascadero Police Department
City of Auburn Police Department
City of Bakersfield
City of Banning
City of Beaumont
City of Bellflower
City of Beverly Hills
City of Big Bear
City of Brentwood
City of Buena Park
City of Chowchilla
City of Chula Vista
City of Claremont
City of Coachella
City of Cupertino
City of Cypress
City of Daly City
City of Dublin
City of EI Cajon
City of 8 Monte
City of Escalon
City of Fairfield
City of Fontana
City of Fountain Valley
City of Gilroy
City of Hawthorne
City of Hawthorne. Police Department
City of Hayward
City of Hermosa Beach
City of Highland
City of Hollister
City of Indio
City of Irvine
City of King City
City of La Mesa
City of La Mirada
City of La Palma
City of La Quinta
City of Lakewood
City of Lathrop
City of Uncoln
City of Los Angeles
City of Los Angeles. Department of Public Works
City of Los Angeles.
Department of Recreation & Parks
City of Los Angeles. Housing Authority
City of Lynwood
City of Manteca Police Department
City of Martinez
City of Modesto
City of Montclair
City of Montebello
City of Newark
City of Oakland
City of Ontario
City of Orange
City of Palm Springs
City of Pinole. Building Department
City of Pismo Beach
City of Pitts burg
City of P1acentia
City of P1easanton
City of Pomona
City of Porterville
City of Poway
City of Rancho Cucamonga
City of Rancho Mirage
City of Redondo Beach
City of Reedley
City of Rialto
City of Riverbank
City of Riverside
City of Sacramento
City of San Dimas
City of San Luis Obispo. Police Department
City of San Marino
City of San Ramon
City of Santa Ana, Police Department
City of Santa Fe Springs
City of Saratoga
City of Signal Hill
City of South Pasadena
City of Stanton
City of Stockton Finance Department
City ofT aft
City ofTemecula
City of Thousand Oaks
City of Tulare
City ofTustin
City of Ukiah
City ofVemon
City of Vis alia
City of Vista
City of West Covina. Police Department
City of Yucaipa
Colusa County Clerk-Recorder
Community Action Agency of Butte County. Headstart
County of Butte. County Jail
County of Contra Costa.Auditor/Controiler
County of Del Norte. Information Services
County of Kem Department of Human Services
County of Los Angeles.
Community Development Commission
County of Modoc.Trial Courts
County of Mono. Sheriffs Department
County of Riverside. Public Defender
County of San Diego. Vital Records Department
County of San Luis Obispo
County of San Luis Obispo. Superior Court
County of Tulare
County of Tulare, Sheriff/Coroner
Fresno Economic Opportunity Commission
Fresno Police Department
Kem County
Kem County. Auditor/Controller
Kings County. Assessor's Office
Uncoln Police Department
Los Angeles County Superior Court IS Bureau
North Central Fire District
Paradise Police Department
Paso Robles Police Department
Pismo Beach Police Department
Port San Luis Harbor District
Riverside County Transit Commission
San Bernardino Water Conservation District
Siskiyou County Public Works
Town of Danville
Town of Moraga Police Department
Town ofTruckee
Town of Woodside
Town of Yucca Valley
Transportation Commission
Valledtos Water District
Yucaipa Valley Water District
Document Imaging for the Real World'"
~_IRmIWlte
r
COST SUMMARY - LF UNITED
SOFTWARE
Product # Description Unit Cost Qty Extended Cost
S30 LF United Standard Server Software $6,000 $6,000
(For SQL Single Database)
97830 LF WebLink $7,995 1 $7,995
F LF Full Users $500 5 $2,500
R LF Retrieval Users $200 25 $5,000
PS LF Snapshot $100 5 $500
PM LF E-mail Plug-in $80 5 $400
R Adrenaline Capture Engine $299 $299
Software Total: $22,694
SUPPORT - LASERFICHE SOFTWARE ASSURANCE PLAN
S3B LF Standard Server LSAP $1,200 $1,200
9783000 LF WebLink LSAP $1,590 1 $1,590
FE LF Full User LSAP $100 5 $500
RB LF Retrieval LSAP $40 2S $1,000
PSB LF Snapshot LSAP $20 5 $100
PMB LF E-mail LSAP $16 5 $80
Support Total: $4,470
Annually
~
r
\{L A S E R Fie H E@
CRABTREE COMPANIES, INC.
DOCUMENT IMAGING SOLUTIONS
PROFESSIONAL SERVICES:
Software Installation
$1,500 1 day
$1,500 1 day
$750 '/2 day
$750 1/2 day
$1,125 1
$1,500
Implementation Consulting
$1,500
Administrator Training
$750
End User Training
$750
Pre-paid Annual Onsite Support'
$1,125
Professional Services Total:
$5,625
HARDWARE:
Ricoh 450DE 57ppm duplex scanner
$5,600 2
$11,200
Riad5 Server ( see attached specs)
$12,339 1
$12,339
Hardware Total:
$23,539
Software Total:
$22,694
Support Total:
$4,470
Annually
Professional Services Total:
$5,625
Hardware Total:
$23,539
Grand Total:
$56,328
· Scanning of existing documents is yet to be determined. This could be accomplished using the
city employees or outsourcing to a scanning service bureau.
. Prepaid on-site support services billed at $112.50 per hour for 10 hours. If prepaid
support is not used it will be rolled into the following year. Additional support if
necessary can be purchased in pre-paid blocks of time or invoiced at $135.00 per hour.
~ \{L A S E R Fie H E@
CRABTREE COMPANIES, INC.
DOCUMENT IMAGING SOLUTIONS
..
IMI
DOOJkae
SOFTWARE PRODUCTS
DocuW ARE BASE LICENSE
DocuWare base license is a license for one single network-ready
workstation. Additional workstations may have network access
with the purchase of side licenses. Side licenses cannot
be run independently.
DocuWare 4.1
Quantity
I
DOCUWARE NETWORK LICENSES
The addition of network or side licenses in conjunction with the
base license provides system access to a group of workstations.
FULL ACCESS - NETWORK LICENSES
Docu Ware, additional I user
DocuWare, additional 5 users
Docu Ware, additional 10 users
OPTIONAL MODULES
Optional DocuWare modules can be added to either stand-alone/base
license systems or multi-user network systems.
DocuWare CDMAKER
Increases storage media choices by allowing CD
recording through an integrated DocuWare solution.
Not compatible with ODBC.
DocuWare ACTIVE IMPORT
Allows documents that have been captured with the
scanning function of a digital copier or fax to be
automatically imported into DocuWare.
DocuWare INTERNET-SERVER
Allows access to any document that is stored in a DocuWare
file cabinet via the Internet or an Intranet using any Web Browser.
Price
4,320
1
o
o
1,500
6,400
11,250
Total
4,320
1,500
3,000
3,200
10,000
9
City of Prior Lake
3,000
3,200
10,000
Confidential
'"
DOOJw.are
CAPTOVATION ECAPTURE IMAGE ENHANCEMENT MODULES
eCapture with Image Enhancements
eCapture; with ecScan & ecIndex, (21-50 ipm)
eCapture; with ecScan & ecIndex, (51-110 ipm)
Additional eCapture Options and Features
Additional ecIndex Workstations
SOFTWARE SUBTOTAL
o
1
3,140
4,190
4,190
$ 26,210
10
City of Prior Lake
o
2,245
Confidential
f
IMI
Dcx:ukare
HARDWARE PRODUCTS
CD RECORDERS
Yamaha (CD Recorder)
CRW2100SXV External 16x CDR, 40x Read, lOx CDRW
495
495
SCANNERS
Canon
DR-3060 Scanner (duplex, IOx14, 43 ppm)
DR-5020 Scanner (duplex, 11 x 17, 75 ppm)
4,000
6,800
4,000
6,800
PACKAGED BOARDS AND SOFTWARE
Adaptec SCSI Card for Canon Scanners
SCSI II to SCSI II Cable for Scanners
I 325 325
2 80 160
325 325
80 80
1,495 1,495
$ 13,680
Adaptec SCSI Card for CD Recorder
SCSI II to SCSI II Cable for CD Recorder
Kofax Adredaline Board
Adrenaline 850S controller, SCSI
HARDWARE SUBTOTAL
II
City of Prior Lake
Confidential
'"
DooJkare
ON-GOING MAINTENANCE
SOFTWARE MAINTENANCE
Software Maintenance coverage provides direct support by AMI
Imaging through phone or on-site troubleshooting for a maximum
number of hours for the initial contract period. Any additional service
will be available on an hourly basis.
DocuWare shall provide, on a timely basis and without
additional charge or fee, the End User with all minor releases
or updates ofDocuWare's software covered by this Agreement
which are released during the term of this Agreement. For
purposes of this Agreement, a minor release or update shall
mean any revision to DocuWare software from 4.xx through
4.99.
WITH INITIAL ORDER
Basic Software Maintenance
AMI Support Service Hours
Support services included within Software Assurance are
provided at no additional fee up to above stated hours.
Additional support is available at $1,500/1 0 hour block.
HARDWARE MAINTENANCE
Hardware maintenance provides unlimited support for
all agreed upon components for a one year time period. Hardware
Maintenance is renewable on a yearly basis.
First Year
Second Year
ANNUAL ON-GOING MAINTENANCE SUBTOTAL
4,680
9
1,131
1.508
$ 5,811
12
City of Prior Lake
Confidential
.
J.MI
Docuwae
CONSULTING & PROFESSIONAL SERVICES
INSTALLATION SERVICES
$ 4,500
Includes pre-install site planning meeting(s) and
installation of AMI supplied hardware & software
PROJECT MANAGEMENT
$ 1,000
Includes planning for installation, coordination of
joint activities/actions, communication between all
parties, and assigning AMI resources to ensure
on-time task completion.
TRAINING
$ 2,250
Includes training end-users on scanning, indexing,
and retrieving information. Comprehensive Administrative
training includes DocuWare's base module, the creation
of CD-ROMs andjukebox maintenance depending on
the proposed system configuration.
Training Hours
Number of hours allotted for training.
15.00
PROFESSIONAL SERVICES SUBTOTAL
$ 7,750
13
City of Prior Lake
Confidential
In
OmJkae
PRICING SUMMARY
Software
Hardware
Professional Services
TOTAL
26,210
13,680
7.750
$ 47,640
Pricing date: <#>
This pricing estimate is validfor 30 days
On-Going Maintenance
5,811
14
City of Prior Lake
Confidential
I