2018 027 Resolution - Laserfiche WebLink

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EXECUTIVE SUMMAIZY Mayfield Village is seeking to implement a Document Imaging and Retiieval System in order to stieaiiiluie records management within the VILLAGE. This proposed system would entail installing a document unaging system, based on the awaid-winning LaseYFiche" document unaging softwaxe, on a dedicated imaging seiver and the VILLAGE's existing PCs. This solution would inteiface completely with the VILLAGE's netwoxk configuration. In addition, the system will have the ability to be expanded across the VILLAGE to othex departments. The goal of Mayfield Village is to have a scaleable turnkey solution in place that yvill allow foi the scanning of documents by VILLAGE personnel. These scanned docuinents would be indexed into a compYehensive imaging system that would allow search and retrieval thiough keyword seaYChes, index eard information oY content text. The selected solution will have the ability to conduct searches on the specified criteria using either standaid search parameters oY using Boolean searches, fuzzy logic or pxoxunity searches to locate desired documents. Records Imaging Service is pxoposing a system that will meet all of tlie VILLAGE's stated needs. In addition, it will pxovide a working environment that allows users to acclimate easily to the new computerized system. The proposed LaserFiche system has the advantage of creating a simple, easy to learn user interface combined with the power and efficiency of a Yobust database structure and full-text seaYCh capabilities. To fully unplement the pYOposed system, the following work plan will be developed to modify the VILLAGE's curient environment: WORK PLAN • The Inforrriation Technology Department will be consulted to detexmine whether any modifications aie necessary to tlie netwoik routing structuYe. • VILLAGE's current server, running MicYOSOft Server 2008 R2 oY gYeatei opeYating system will be used foi the Laserfiche Servei. This system will be connected and use existing network protocols and backbone. . ? The server will Ue configuxed for operation with the LaserFiche Avante for SQL ExpYess and Laserfiche Woxkflow Software. LasexFiche Full Named Client Software will be installed on up to 2 workstations within the Village. These installs will include Laserfiche Snapshot and email. • System consulting and implementation training will be conducted with the appropriate VILLAGE staff to provide a complete foundation foY the successful installation of the pYOposed document imaging system. This consulting will create the organized transition fYOm paper to document imaging. In addition, it will instruct VILLAGE peisonnel on the proper opeiation and inaintenance of a successful installarion. • Aftei the installation of all haxdwaie and software, thoYOUgh testing of the system will be conducted and end-user trauung will begin. This tiaining consists of two parts. The initial training is. designed to _intsoduce useis to the functions and operations of the document. distiibution system. The second phase consists of MAYFIL:I,ll V]].LAGI?. 1,AS1iRF]CI[E llOCU\4L;N'1' IN1AG.1NG SYS'1'11"IN-I 50F1'WNt13 RECORDS IMAGING SERVICE 1