Laserfiche WebLink
Description of Work: <br />Needs .Assessment <br />Objectiveldescription: Conduct an overall needs assessment of the agency's current records <br />management business practices while evaluating existing system and resources throughout the <br />Agency. <br />• Inventory and review the existing records in PWA as part of the City's records retention policy. <br />• Identify integrations with existing Agency software, including exchange emails and Laserfiche. <br />• Identify potential new resources, (e.g., hardware, software, data, and staff) that will include the <br />ability to import, capture, and perform Optical Character Recognition on paper documents. <br />• Conduct a needs assessment for functionality in the divisions listed below: <br />• PWA - Administration Division <br />• PWA - Engineering Divisions <br />• Traffic Engineering Section <br />• Design Engineering Section <br />• Construction Engineering Section <br />• Transportation and Development Engineering Section <br />• PWA —Water Resources Division <br />• PWA — Maintenance Services Division <br />• Develop workflows based on the needs identified for each division. <br />Deliverable: A detailed report to include findings dealing with potential applications, necessary data, <br />required resources, and identified workflows. Provide for one review and edit cycle of the document <br />with the Agency's Administrative Services project team. <br />System Design <br />Objectiveldescription: Provide a general framework for structuring documents within the <br />organization. The conceptual system design should address the following: <br />• Software recommendations <br />Physical system configuration (computers, network requirements, etc.) <br />• Staff skills and training requirements <br />• Governance structures including the ability to define, manage and apply the agency's record <br />retention policies <br />• Ability to search and retrieve records including the ability to print, export, email, save, and <br />create web links <br />• The ability to preserve and archive documents, produce audit reports of deleted records, or <br />certification of deletions for compliance <br />• Ability to classify /tag documents /content with pre - defined metadata <br />• Identify all projects, their interdependencies, and tlmeframes required to execute the strategy <br />Deliverable: A detailed system design document. Provide for one review and edit cycle of the <br />document with the Agency's Administrative Services project team. <br />