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(9) !. INTRODUCTI'.ONIBACKGROUND: HISTORY: CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES In 2005, the City of Santa Ana Public Works Agency (PWA) initiated a project to scan their existing engineering drawings and as -built plans. The City had already selected the Laserfiche Document Management system and the Clerk's Office was using the system to store the City's official records and documents, such as agendas, minutes, resolutions, ordinances, etc. Since the software selection had already been set, PWA moved forward with the project and did not perform any requirements analysis of the software to determine if it would meet the needs of the PWA EDMS. During the initial analysis it was determined that, while Laserfiche was suitable for the Clerk's documents, the indexing method that Laserfiche utilized was insufficient for the storage of engineering drawings, due to the way the existing index of the documents was created. The existing Microsoft Access index of engineering drawings included normal things like drawing types, project types, numbers and dates, but it also included a rudimentary spatial index based on the project extent recorded as the street name, from street to street. Each drawing was meticulously indexed to include ALL possible streets that the project included, even if that meant indexing the drawing MULTIPLE times. At that time, the indexing schema for the Laserfiche database could not accommodate the multiple indexing method for the streets without storing the document multiple times in the system. The City's Consultant devised a method that would allow indexing of the drawings using the existing index keeping only one drawing in Laserfiche. A "go-between" SOL server database (EDMS) was created to store the multiple location index information and would point to a single file stored in Laserfiche. 2. A web -based front end allowed the users to search for the drawings using controls they were familiar with: Project numbers, drawing types and street locations. • The database is "spatially aware" and when a street is selected as "on street," it only shows the streets that could intersect with that street and it shows them in directional order. • A separate "EDMS Update" application (EditEdmslndexDGV.exe) was developed to allow new drawings to be added to the EDMS database. • The application connects directly to the SOL Server "EDMS" database and performs the following functions: ■ Allows user to add new drawings to the EDMS database with street locations, drawing type, etc. ■ Generates new "Drawing Number" for each new drawing based on a set of drawing types prefixes and sequential numbers (see below for example). Drawing Number Convention TT-XXXX where TT is the drawing type and XXXXX is a unique, system -generated sequence number (Currently generated from the EDMS Update application) Expectation is to continue this format using Laserfiche Workflow custom programming if possible. 23-009 EDMS LASERFICHE UPGRADE & MIGRATION WITH GIS INTEGRATION