INFOSEND, INC. 1 - 2007 - Laserfiche WebLink

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InfoSend Response — 12/29/2006 ATTACHMENT E Provide details as requested under the entitle sections: IF ADDITIONAL SPACE REQUIRED FOR DETAILS PLEASE ATTACH A SEPARATE SHEET(S) IV.A.1. AUDIT TRAIL The successful vendor shall have a proven audit trail governing all phases of the bill production and fulfillment process. 1) "Describe your capacity to back out of or suspend a printing run (or any phase of the process) and correct problems." A print run can be cancelled or suspended at any time. If the batch has already been printed then it can be cancelled or suspended in the mailing department. If the City requires that certain bills be suppressed then it can accomplish this in one of two ways: (1) The bill can be pulled electronically if the client provides a suppression file prior to the processing of the batch. (2) The file can also be pulled during any point of production. The latest pull request would be at 4:45 p.m. because the mail is delivered to the USPS at 5:00 p.m. 2) Describe the steps by which you would: a) "Verify the data received." After the file is received the system automatically checks to see if the client accidentally uploaded a file that had already been received in the past 6 months. If a duplicate has been received then InfoSend will put the file on hold and contact the client. The City can embed the total number of records and the amount billed at the beginning or end of its data file. If this is done then InfoSend can automatically compare its post - processing total with the City's total. If the totals don't match then an internal warning will be created and InfoSend support staff will investigate the issue. The City will receive a File Transfer Report from InfoSend that verifies that the file was received. The report contains the time the file was received and the record count. After the batch is completed the City receives a Process Confirmation report that lists the total dollar amount billed in the batch. The City's staff can view this information to ensure that the batch was processed properly. The City also has the option of viewing and reviewing this information prior to the printing of the batch. If this option is selected then the report will be embedded in the sample PDF file so that it can be reviewed and approved before the file is printed. b) "Verify the complete success of a billing run (processing, printing, and fulfillment phases)." Each billing run is automatically tracked in InfoSend Job Tracking system. This system is available to both InfoSend staff members and to the City itself. Every file 23