Laserfiche WebLink
`r r CITY OF SANTA ANA <br />the integrity of the drawings during the process. All drawings shall remain in the firm(s) custody <br />until the scanning and indexing are complete or until requested for quality control by the City. <br />7. Return of Drawings / Documents <br />Firm(s) shall provide an encrypted USB memory stick for all records and destroy all the documents <br />after City provides written approval. <br />8. Format and Media <br />Firm(s) will provide the above mentioned files as a Laserfiche Briefcase. The firm(s) will upload the <br />Laserfiche Briefcase to a storage location on a server provided by the City. The firm(s) will then import <br />the Briefcase into the specified Laserfiche repository and perform a spot check. The spot check will <br />validate the import of the scanned documents in the Briefcase to the correct folder structure. It will <br />validate the indexes for a small subset of the documents through a series of searches conducted for <br />those scanned documents. The spot check will also validate that images are viewable in the City <br />Laserfiche repository. Please note that the firm(s) can choose to use the Laserfiche Volume format in <br />place of the Laserfiche Briefcase, however all requirements contained in this SOW still apply to that <br />format. <br />9. Access to Drawings <br />City will provide documented firm(s) personnel with access to the drawings during City's normal <br />business hours as requested by firm(s), provided City is given 72-hour notice. Firm(s) will not have <br />access to facilities off hours, weekends and holidays. <br />10. Support from City <br />Firm(s) will attempt to schedule all requirements for meeting with City at least 72 hours in advance. The <br />City will then ensure that key users are available for a reasonable duration of time as practicable for <br />required interfacing with Firm(s). To support this scanning effort, the City will provide to the firm(s) a <br />model Laserfiche Briefcase that the firm(s) can then use as a template for document scanning. The <br />Laserfiche Briefcase will contain the following: <br />1. Current City Laserfiche Building folder structure <br />2. Current City Laserfiche Building plans template based on the index fields required above <br />The firm(s) must use the folder structure and template exactly as they are provided without any <br />modifications. This is to ensure that the firm(s) can easily import the briefcase directly into the existing <br />Laserfiche repository file plan without any additional rework. Note that any modifications made to the <br />provided folder structure or template by the firm(s) that causes additional project costs will be absorbed <br />by the firm(s). <br />The City's Laserfiche Server is version 10.4 which is compatable with the Laserfiche Briefcase format <br />that contains the same back to version 7.X of Laserfiche. <br />11. Final Acceptance <br />City will perform final quality control on the returned digital images. Firm(s) will re -scan at no charge to <br />City any drawings or document originals that the City deems unacceptable. Firm(s) will correct any <br />errors in the indexing noted by City at no charge. Firm(s) will not delete the digital copies for at least 30 <br />days after the City has been notified by email that the files have been completed and uploaded into City <br />server and has provided written consent. <br />RFP No. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES Page 25 of31 <br />25D-29 <br />