03 Staff Report - Peelle Technologies,~pW N
DATE:
TO:
FROM:
SUBJECT:
COUNCIL AGENDA REPORT
OCTOBER 27, 2008
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
MEETING DATE: 11/03/08
ITEM NO:
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
NEGOTIATE AND EXECUTE AN AGREEMENT WITH PEELLE
TECHNOLOGIES FOR DOCUMENT IMAGING AND MANAGEMENT
SYSTEM SERVICES NOT TO EXCEED $215,000
RECOMMENDATION:
Adopt resolution authorizing the Town Manager to negotiate and execute an agreement with
Peelle Technologies for document imaging and management system services not to exceed
$215,000.
BACKGROUND:
Over the past several months, staff has been evaluating document imaging and management
system alternatives to address Town-wide public document access and storage needs. A
document management system is a computer system used to track and store electronic
documents and/or images of paper. Converting to an electronic system would organize and
protect key Town documents and provide a robust document search and retrieval database that
can be accessed by residents, business, and staff. Implementing a document management system
would also reduce storage costs associated with paper files.
DISCUSSION:
After interviewing several prospective vendors to better understand document imaging and
management system services, staff found Peelle Technologies as the most qualified vendor to
address the Town's long-term storage and accessibility needs and security requirements. A
Request for Proposal (RFP) process was not required as Peelle Technologies' services are based
upon an Information Technology Master Services Agreement with the State of California which
also applies to local agencies and meets competitive bid procurement requirements.
PREPARED BY: Bud N. Lortz IL
Director of Co M ity Development
Reviewed by: ssistant Town Manager Town Attorney
Clerk Administrator Finance Community Development
NlAMGRUdminworkFi1es12008 Misc%Laserfiche Council Report.doc
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
NEGOTIATE AND EXECUTE AN AGREEMENT WITH PEELLE
TECHNOLOGIES FOR DOCUMENT IMAGING AND MANAGEMENT
SYSTEM SERVICES NOT TO EXCEED $215,000
October 27, 2008
Peelle Technologies is considered to be one of the leading EDMS providers and is currently in
use in over 20,000 Fortune 100 corporations and government agencies around the world. Peelle
Technologies provides innovative, turnkey document management solutions that can be easily
scaled to meet the needs of small and large organizations. Peelle Technologies proposal for
document imaging and management system services is attached for Council's information.
Staff recommends that the EDMS be implemented through a phased approach due to time
requirements and technical complexities associated with the project. The first phase of the
project will begin with the Community Development and Police Departments respectively, given
their immediate document accessibility and storage needs.
CONCLUSION:
It is recommended that Council authorize the Town Manager to negotiate and enter into an
agreement with Peelle Technologies for electronic document management system services.
FISCAL IMPACT:
A one-time cost of approximately $215,000 is required to purchase a computer system and user
licenses, and to convert existing Community Development microfiche documents. This one-time
cost has been incorporated in the FY 2008109 Capital Improvement Budget under project number
411-841-6202. It is anticipated that storage and maintenance costs will be $8,000 annually, and
initially shared by the Community Development and Police Departments, respectively. As other
departments begin to use the new system, maintenance costs will be distributed equitably.
DOCUMENT IMAGING PROJECT
Available
Expended/
Proposed Remaining
Budget
Encumbered Available
Contract Budget
FY 2008109 Fiscal Impact Funding
To Date Balance
Amount If Approved
Project 841-6202 $ 215,000
- $ 215,000
$ 215,000
TOTALS $ 215,000
- $ 215,000
$ 215,000 -
Attachments:
Attachment 1: Resolution authorizing the Town Manager to negotiate and execute an agreement
with Peelle Technologies for document imaging and management system
services.
Attachment 2: Peelle Technologies Proposal
RESOLUTION 2008-
RESOLUTION OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT WITH PEELLE TECHNOLOGIES FOR DOCUMENT IMAGING AND
MANAGEMENT SYSTEM SERVICES NOT TO EXCEED $215,000
WHEREAS, Electronic Document Management Systems (EDMS) are computer systems
that track and store electronic documents and/or images of paper documents; and
WHEREAS, the Town has an immediate need to enhance its document access and
storage capabilities; and
WHEREAS, converting to an electronic system would organize and protect key Town
documents, reduce storage costs, and provide residents, businesses, and staff immediate access to
information.
NOW THEREFORE, BE IT RESOLVED, that the Town Council of the Town of Los
Gatos does hereby authorize the Town Manager to execute an agreement with Peelle
Technologies for document imaging and management system services not to exceed $215,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos held the 3rd day of November, 2008, by the following vote:
TOWN COUNCIL MEMBERS:
AYES-
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR ,
TOWN OF LOS GATOS, CALIFORNIA
ATTEST:
CLERK
TOWN OF LOS GATOS, CALIFORNIA
ATTACHMENT I
C.IDOCUME -11LSEAST 11LOCALS- I%Temp\XPGrpWiselResolution.doe
Proposal For A
Document Imaging and. Management Solution
Prepared For
b~c
V~~S. G ~q4
The Town of Los Gatos
Submitted By
Peelle
TTECHNOLOGJ S
Technology Solutions For Document Imaging and Management
ATTACHMENT 2
Peelle
l'EC:HNOI.,OG1ES
October 9, 2008
197 East Hamilton Avenue
Campbell, CA 95008
800.233.5006
Linda Isherwood
Town of Los Gatos
110 East Main Street
Los Gatos, CA 95030
Linda:
Attached you will find an updated proposal addressing 1) the implementation of the Laserfiche United
document management solution and 2) the scanning (or "imaging") of CDD's hard-copy and microfiche-
based documents for import into the Laserfiche system. The following information is included:
■ An overview of the Laserfiche product suite, including the software's overall design concept
and key functions/features
■ An MSA contract-based cost proposal for the Laserfiche software solution, based upon a 23
concurrent user licensing configuration (3 Full and 20 Retrieval)
Information regarding Peelle's proposed technical approach to the scanning of CDD's hard-
copy and microfiche-based documents
■ Peelle's MSA contract-based fee schedules for the scanning of CDD's hard-copy and
microfiche-based documents
Since 1987, Laserfiche has led the industry in offering smart, flexible, and easily integrated document
management solutions for a broad range of business and government needs. The Laserfiche software,
currently in use in over 20,000 Fortune 1000 corporations and government agencies around the world,
turns existing PC hardware into robust document search and retrieval databases that can be easily scaled
from the single user, to the large corporate network.
Since 1996, Peelle Technologies has been providing innovative, turnkey document management solutions
incorporating state-of-the-art software (for document capture, management, workflow and data storage
management), hardware (scanners, storage etc.) and award-winning customer support. We complement
these system solutions with high-volume document/microfilm scanning, data entry and document hosting
services.
We look forward to working with you to make this project a success. Please don't hesitate to contact me
at the number below with any questions or concerns that you may have.
Regards,
4"a
Jim Detrick
408.370.6266
800.233.5006 • www.PeelleTech.com
Town of Los Gatos neelle
Proposal For A Document Imaging and Management Solution C 1.1 N 0 L 0 G I Fi S
Laserfiche United Document Imaging & Management Software
Product Overview
Laserfiche is a content archiving, retrieval and distribution solution for organizations dependent upon a
knowledge-driven workforce. The Laserfiche solution unites a proven document imaging and
management application, tightly coupled to the Microsoft SQL Server platform, with an extendable web-
based retrieval client and a flexible workflow suite. Laserfiche is designed for rapid deployment, minimal
maintenance, simplified integration and expansion enterprise-wide.
N-Tier Architecture
Laserfiche leverages n-tier architecture to deliver maximum extensibility across the enterprise with
distinct client, business logic, data and document layers. Document storage can be handled by any
network-connected storage media, including highly scalable Storage Area Networks, while the database
layer can be distributed across multiple SQL Server machines. Client access is through either the
standard network client or WebLink, the Web-based thin client.
Rapid Implementation
Laserfiche offers a unique combination of a robust, scalable document management system and the ability
to implement very rapidly. With Laserfiche, organizations can achieve the efficiencies associated with
digitizing corporate documents and automating document-centric processes in a matter of days, not the
weeks or months it takes to get most other systems up and operational. Because Laserfiche includes all
necessary document capture, processing and distribution tools as well as an automated workflow suite,
there is no need to install and configure third-party tools to achieve a complete turnkey document
management system. Furthermore, utilizing Laserfiche WebLink for retrieval users and workflow
participants allows rapid implementation enterprise-wide.
Because all user activity occurs within a single comprehensive application, user training is minimized and
users become efficient very quickly. The intuitive nature of the Laserfiche folder structure and search
interface makes it possible for users to organize and locate documents without assistance from corporate
IT professionals, freeing them up to maintain other core applications.
Low Administrative Overhead
All user activity and security privileges are maintained through the Laserfiche Client and there is only one
pool of users to manage regardless of whether they will access the system as full users, retrieval users or
WebLink clients. Any users who have been given the right to modify index templates automatically have
the ability to participate in the automated workflow. The Laserfiche Server application and database has
proven to be stable and requires very little administrative maintenance. By using WebLink as the
corporate retrieval or workflow platform, organizations eliminate the need to install or maintain any
client-side applications. Finally, using the optional Audit Trail component, the System Administrator can
quickly create reports based on any user's activity or the history of any document or folder within the
system.
800.233.5006 9 www.PeelleTech,com
Town of Los Gatos Feels
Proposal For A Document Imaging and Management Solution C It -N U t, 0 C, I t: S
Laserfiche United Document Imaging. & Management Software
Design Concept and Key Functions/Features
Laserfiche utilizes the superior performance of client/server architecture to offer users greater efficiency
and power, making it an attractive enterprise-wide solution. Laserfiche was created to provide mainframe
performance on the client/server platform for effective, affordable, enterprise-wide document imaging.
This design also makes future expandability across a WAN practical.
Laserfiche uses true client/server architecture that is distinct from some applications that use this term but
are actually Windows-based file-sharing applications. Laserfiche's server engine runs as a service on the
2000/2003 server, which manages the document database. The client, which manages the user interface,
is an application that runs on a standard Microsoft Windows PC. The client passes only information
requests to the server, and the sewer returns only requested information to the client. The result is a
dramatic reduction in network data traffic, and complete insulation of the database from client interrupts.
Under this architecture, Laserfiche performs folder and document management tasks on the server and
performs scanning, OCR, image compression-decompression, and most user interface functions on the
client. Heavy disk 1/0 throughput is confined to the server and never transferred over the network lines,
and the client never opens database files directly. It also reduces overall system memory requirements,
freeing the client to focus on user-oriented functions like a graphical user interface (GUI). Finally, it
utilizes the full 32-bit processing capabilities of the Intel Pentium instruction sets.
Laserfiche runs on the same level as other services in the Windows 2000/2003 Operating System. It was
built using 2000/2003-specific interfaces that tightly couple the program to the network. Once loaded,
Laserfiche is treated as a service on the Windows 2000/2003 server with the same privileges while other
programs run as applications on top of the operating system.
Open System Architecture
Laserfiche 7 is designed to run in existing Windows 2000/XP/2003 system environments. Neither the
client nor the server software make, or require, modifications to the existing operating system. As a
Windows application, it runs on industry-standard Intel-based PCs and supports most Windows-
compatible printers and monitors.
Laserfiche uses standard file formats and data structures. All images are stored as TIFF or JPEG/TIFF
objects, and text is stored as ASCII. Currently, Laserfiche 7 uses Microsoft SQL Server as its database.
This database is a Level 2 ODBC compliant relational database that fully integrates with Oracle, Sybase,
Informix, Microsoft SQL and other industry standard databases.
Database information is completely accessible and configurable as an ODBC data source. With
Microsoft SQL Server, Laserfiche leverages the strength and performance of an enterprise ready database,
while remaining easy to administer, customize, and integrate with other applications and existing
hardware. In addition, its non-proprietary File formats ensure compatibility with future document
management systems. IT personnel, system integrators and data miners can use ODBC database
knowledge to query and manipulate stored data.
800,233.5006 9 www.PeelleTech.com
Town of Los Gatos Peelle
Proposal For A Document Imaging and Management Solution
T-fr*r, i; tI Nr 0 L. 0 Ci I If 5
Intuitive User Interface
The Laserfiche user interface was designed to blend two important themes: simplicity and familiarity.
The only prerequisite to operate the system is knowledge of Windows Explorer. There are no confusing,
multiple modes to recognize and master. Moreover, all commonly used functions can be executed with
the click of the mouse on a toolbar. Less commonly used functions are activated via standard Windows
pull-dawn menus. Laserfiche has the look and feel of Windows File Manager or Explorer. All dialogue
boxes have been designed with strict adherence to Microsoft standards, rendering their use familiar to
anyone who has used other Windows applications.
High Capacity
Up to 2 billion documents (image or text pages) can be stored on a single Laserfiche database. Moreover,
these are limitations for a single database only. Using the Enterprise Edition of Laserfiche effectively
removes this limit. Furthermore, the database can span multiple physical drives or volumes, so disk
space should not be a long-term problem. A single document can contain up to 32,000 pages.
Portability
The open architecture design of Laserfiche frees the user from being limited to any one-storage platform
and media format. Using its media independence, Laserfiche can create volumes on CD-ROM, DVD,
MO-disk, ZIP and JAZ disks, or any selected storage media. Using any media format and media device,
Laserfiche expands the portable format from simple storage media to archival distribution media, all with
the same powerful search engine.
Laserfiche's portable volumes allow these multiple media formats to be easily regrouped and attached to
a Laserfiche database. CD-ROM or other "portable" volumes can be reattached to any Laserfiche server
for comprehensive searching and retrieval that can span multiple volumes. This feature eliminates the
time spent copying huge document volumes to keep records updated at multiple sites. The "additive
synchronization" of portable volumes allows users to create volumes for distribution that can be
reattached to any other Laserfiche systems.
Import and Export Functions
Laserfiche can import or export text files or raster image files in a variety of popular formats including
BMP, JPEG, TIFF and PDF. Laserfiche also provides for transferring documents from one Laserfiche
system to another by means of "briefcase" files. Briefcase files contain the images, text, index fields and
folder structure of a folder of Laserfiche documents, and can be read into another Laserfiche system.
Importing fax files, graphics or images created by another document imaging system requires no re-
scanning. Text files, including those created by word processors and COLD applications, can easily be
imported into Laserfiche.
Document Indexing and Retrieval
The Laserfiche software supports the indexing and retrieval of documents in the following ways:
Hierarchical Folder Browser
Laserfiche has an intuitive, hierarchical document folder browser that emulates Windows Explorer's
look-and-feel, and supports folders nested up to 650 levels deep, with up to 32,000 folders and/or
documents in a folder. Folder and document names can have up to 255 characters, including letters,
digits, spaces and punctuation marks. System administrators can design their electronic filing system
to mirror the structure of any existing paper or microfilm filing systems, thereby shortening the
learning curve.
800.233.5006 • www.PeelleTech.com
Town of Los Gatos
Proposal For A Document Imaging and Management Solution
Peelle
Traditional Index Fields
Laserfche allows up to 250 templates, each of which can have up to 1,023 index fields. It supports
ASCII (up to 4000 characters), true date, integer and long integer, list and dateltime data types. Users
can retrieve documents that are not OCRed through a variety of ways, and can restrict the scope of
searches to text and index fields, or templates.
Full-Text Indexing
Laserfiche has a powerful text and index integrated search function, capable of searching through
millions of documents in only seconds. It supports both full-text and traditional field searches, which
can be used either in combination or separately. Any of the standard "wildcard" characters and
[ can be used. The Boolean operators AND, OR, and NOT are also supported, as is a text
proximity search and "fuzzy" search. Laserfiche displays full-text search results in a split screen with
the documents listed in a hierarchical order in the top pane and the lines of context in which the
criteria occurs within each document in the bottom pane. When a user opens an imaged document
from the search results, the occurrences of the search criteria are highlighted on the image. When a
user opens an electronic document, the application in which it was created and the criteria are not
highlighted.
Electronic Document Support
Laserfiche offers support for capturing existing electronic documents (images, text, spreadsheets, PDF,
movies, AutoCAD, sound files etc.) in their native format using either "drag and drop" functionality or
via Windows Explorer or Microsoft Office applications (Word and Outlook) using the Send To menu.
These files can be easily viewed by launching their native application from within Laserfiche.
Document Annotation/Redaction
Laserfiche provides the ability to add annotations (highlights, custom rubber stamps, sticky notes) and
redactions to documents as a separate layer that does not affect the original image. Redactions can be
added to images as black-out or white-out overlays.
Printing and Faxing
Laserfiche works with most Windows compatible printers. Peelle recommends the use of a laser printer
(not dot matrix, bubble jet or inkjet) with at least 4 MB of RAM for image printing. Laserfiche can print
images, OCRed text or files stored in their native format. Laserfiche can fax documents using nearly any
fax software (single user or network) that includes a Windows printer driver and supports faxing of raster
images. Users' ability to print and fax documents is determined by their security rights.
Thin Client Support
Laserfiche Web Access, an optional software module, provides a feature-rich web client for organizations
wishing to deploy the system enterprise-wide without the need to install and maintain client side
applications. The Web Access Server manages user requests to the Laserfiche Server and renders images
on demand based on the requesting user's security profile. Users can access Laserfiche through using
Internet Explorer 6 or 7.
Workflow Automation
The Laserfiche Workflow Suite, an optional software module, increases productivity by automating
document-centered work processes. An intuitive graphical interface provides easy work process
modeling and streamlining. Routing and notification services guarantee smooth workflow despite user
absence. The Workflow Suite provides the efficiency and security of rules-based routing and monitoring
while also supporting ad hoc participation in the workflow environment,
800,233.5006 • www.PeelleTech.com
Town of Los Gatos
Proposal For A Document Imaging and Management Solution
r. Peelle
TFCF1N011001ES,
Laserfiche United. Document Imaging & Management Solution
Cost Proposal
Included is MSA-based pricing for the Laserfiche-supplied/ Peelle-implemented software components of
the proposed Laserfiche United document management system. The following schedules assume that the
Town of Los Gatos will supply the required database/image server hardware and the MS SQL Server
database and client access licenses.
Software Licensin
Qty.
Description
Unit Cost
Ext. Cost
1
Laserfiche United Server for MS SQL:
$6,300.00
$6,300.00
1
Laserfiche United Additional Database for MS SQL (PD):
$3,000.00
$3,000.00
3
Laserfiche Pull User License concurrent :
$525.00
$1,575.00
3
Laserfiche Snapshot:
$100.00
$300.00
20
Laserfiche Retrieval User License (concurrent):
$210.00
$4,200.00
1
Laserfiche Web Access:
$7,995.00
$7,995.00
1
Laserfiche Web Access - Additional Repository (PD):
$1,250.00
$1,250.00
1
Laserfiche Audit Trail - Advanced:
$7,995.00
$7,995.00
1
Laserfiche Quick Fields:
$495.00
$495.00
1
Laserfiche Real-Time Looku :
$495.00
$495.00
1
Laserfiche Import Agent:
$1,495.00
$1,495.00
23
Peelle HotKe Search:
$100.00
$2,300.00
Total Cost:
$37,400.00
Annual Software Maintenance (aka "LSAP")
Qty.
Description
Unit Cost
Ext. Cost
1
Laserfiche United Server for MS SQL:
$1,260.00
$1,260.00
1
Laserfiche United Additional Database for MS SQL (PD):____
$600.00
$600.00
3
Laserfiche Full User License concurrent):
$105.00
$315.00
3
Laserfiche Snapshot:
$20.00
$60.00
20
Laserfiche Retrieval User License (concurrent):
$42.00
$840.00
1
Laser-fiche Web Access:
$1,590.00
$1,590.00
1
Laserfiche Web Access - Additional Repository PD :
$250.00
$250.00
1
Laserfiche Audit Trail - Advanced:
$2,390.00
$2,390.00
1
Laserfiche Quick Fields:
$100.00
$100.00
1
Laserfiche Real-Time Looku :
$100.00
$100.00
1
Laserfiche Import Agent:
$390.00
$390.00
Total Cost:
$7,895.00
Applicable sales tax is additional. The Laserfiche Software Assurance Plan (LSAP) includes all software
releases/updates and telephone support (8:00AM to 5:00-PM Monday through Friday, excluding holidays).
Continued
800.233.5006 • www.PeelleTech.com
Town of Los Gatos
Proposal For A Document Imaging and Management Solution
Professional Services estimated
- Peelle
1'CCH 0 '0C1IEs
Description
Ext. Cost
Software Installation (est. @ 16 hours @ $ 2001hour, portal to portal):
$3,200.00
Services to include software installation, configuration and testing.
Software to include:
Laserfiche United Server/Clients, Web Access, Audit Trail, ScanConnect,
Quick Fields, Import Agent and Peelle HotI e Search
Software Training (est. @ 24 hours @ $ 200/hour, portal to portal):
$4,800.00
System Administrator training will include Laserfiche user/group
security, folder/template design & creation, backup guidelines and audit trail
reporting.
End-user training will include document capture (via import and Snapshot),
document indexing, retrieval (using both the Full Client and Web Access,
document annotation and distribution e-mail, printing etc.).
Total Professional Services Cost (estimated :
$8,000.00
Cost Summary
Description
Ext. Cost
Laserfiche Software Licensing (one-time cost):
$37,400.00
Laserfiche Software Maintenance (an annually recurring cost :
$7,895.00
Professional Services (estimated):
$8,000.00
Total Laserfiche Implementation Cost estimated):
$53,295.00
800.233.5006 0 www.PectleTech.com
Town of Los Gatos
Proposal For A Document Imaging and Management Solution
A_ Peelle
1'tsC:Itti0L0GIEs
Hard-Copy / Microfiche Document Scanning Project (CDD)
Technical Approach
Peelle's technical approach to the document conversion process that will ensure that the Town of
Los Gatos (hereinafter "The Town") will receive a deliverable that will meet its unique
requirements. The processing methodology has been designed to:
• Maintain the integrity and security of the hard-copy and microfiche-based documents.
• Accommodate the range of size and quality of the documents.
• Create and verify index data associated with each document.
• Ensure that The Town receives images of acceptable quality in the specified
format and in accordance with mutually agreed upon delivery schedules.
The high-level document processing activities are as follows:
• Pre-production activity
• Hard-copy documentimicrofiche pick up
• Batch preparation and inspection
• Document preparation and restoration
• Scanning and image quality control
• Document indexing and quality control
• Output media preparation
• Final QA review
• Hard-copy document, microfiche and media delivery
Each of the processing activities is described briefly below:
Pre-production Activity
Work performed prior to commencing the production phase of the project can be as important as
the work performed during the production phase itself. During this activity, the requirements for
the subsequent production effort will be firmly established and agreed upon and procedures will
be established to assure compliance with these requirements.
Peelle will work closely with The Town to perform the following tasks:
I . An examination of representative sample documents to determine the preparation
requirements (fastener/binding removal, repair etc.) and scanning parameters to be used
during the conversion process.
2. A review of the deliverable requirements and image acceptance criteria, both of which will
be documented in Peelle's conversion plans.
3. A interchange test in which sample documents will be scanned and indexed. The resultant
data will be formatted for import into the Laserfiche system and recorded on to the specified
delivery medium for review by The Town.
4. Definition of the documentlmicrofihn pick up and delivery schedule and manifesting
procedures. Peelle Technologies will work with The Town to develop a schedule that will
allow documents to be efficiently processed while having them off site for no more than two
to three weeks.
800.233.5006 • www.PeelleTech.coin
Town of Los Gatos
Proposal For A Document Imaging and Management Solution
Tr Peelle
CEt\OLOGIFS
Document Pick Up
Peelle provides a high level of care for client documents and takes responsibility for maintaining
the condition and security of the documents while they are in our possession. Peelle will utilize
its own vans/trucks and drivers to complete the pick up and delivery of The Town's documents.
The pick ups/deliveries of the existing documents (or "backfile") will be made on a scheduled
basis. Once the backfile conversion is completed, the pick ups/deliveries can be made either on a
scheduled or as-needed basis.
Peelle Technologies adheres to strict document and data security protocols and procedures that
will ensure that consistent, high-quality work is delivered while maintaining strict confidentiality
of information. The combined security measures include:
Physical Production Center
• Digital keypad and/or fingerprint access controls for entrance to the facilities.
■ Motion/sound detection alarm and recorded, 24-hour video surveillance systems.
■ Production areas are isolated from the rest of the facility.
Network/Data Transfer
■ Data transfer through secured FTP, VPN, SSL, etc.
• Access security controls for files on production servers.
■ External media drives (inc. floppy disk, CD-ROM and USB) are disabled.
■ Firewall and antivirus protection with automatically updated definition files.
■ Both real-time and daily back-up of systems storing image and data files.
Process
■ Production Manager on-site at all times to oversee work in process.
• On-site shredding of any spoiled hard-copy documents (document copies, notes etc.).
■ Security measures to protect the security and integrity of protected information
according to HTPAA guidelines.
■ Logged/monitored/control list for Internet and e-mail access.
■ All newly hired personnel undergo background checks and are required to sign a
Confidentiality Agreement.
• Security assessments are performed routinely to ensure that all systems, policies and
procedures meet or exceed specified security requirements.
■ Unless there is a written agreement with the client to do otherwise, all project-related
data is deleted 60 days following the delivery of the data.
Batch Preparation and Inspection
The received documents/microfiche will be checked for batch integrity and logged into
SuperTrack, a Peelle-developed production control and tracking system that utilizes barcode
technology to track each batch and box through the production process.
800.233.5006 • www.PeelleTech.com
Town of Los Gatos
Proposal For A Document Imaging and Management Solution
- Peelle
TP:CHN01.0GIES
Document Preparation and Restoration
Peelle Technologies will be responsible for preparing the documents as necessary for the small
and large-format scanning processes. The preparation process will include, but is not limited to,
the following tasks:
➢ The remove of page fasteners (staples and bindings)
➢ The back-folding of building plans to flatten them for the scanning process
➢ The repair/restoration of documents as necessary to facilitate the scanning process
Document and Microfiche Scanning
The prepared documents and microfiche will be scanned on a combination of large & ,Small-
format production document scanners and Wicks and Wilson microfiche scanners. The scanning
processes are described briefly below.
Large-format Documents (larger than legal-size)
Peelle will utilize Graphtec CS500 Pro scanners for the
capture of all hard-copy plans larger than 11" x 17" in
size. The CS 500 Pro is a high-performance, 42" wide
scanner that utilizes a Contact Image Sensor (CIS) array
technology for accurate (to 0.1%), high-resolution
scanning of up to ANSI E-size documents.
The plans will be scanned on a sheet-by-sheet basis at a 200 DPI resolution (black and white)
to a Group IV TIF image file format. The Graphtec scanner's "adaptive thresholding"
capability will be used to produce images that are often more readable than the original. Any
plans that are in very poor condition will be inserted into a mylar "sleeve" for protection
during the feeding process. The resulting scans will be reviewed to ensure that the plan
content is as readable and clear as possible. The resultant images will then be passed to the
Kofax's Ascent Capture software for a second image quality review and indexing.
Small-format Documents (up to legal-size)
Peelle will utilize workstations configured with Kodak i600 - l
Series document scanners and Kofax's Ascent Capture software
for the capture of all of the small-format Ordinances and l
Resolutions. The documents will be scanned at a 200 DPI 7
resolution (black and white) to a Group IV TIF image file format.
The Kodak i600 Series scanners feature best-in-class paper transports for reliable feeding,
both ultrasonic and page-size multi-feed detection systems and adaptive thresholding to
maintain superior image quality.
The Ascent Capture software controls the operation of the scanner and provides:
1. Image cleanup functionality (image de-skewing, auto cropping etc.)
2. Manual (key entry) and automated (OCR, OMR, ICR and bar code) indexing
capabilities to extract metadata from the scanned images
3. Verification capabilities to support the quality review/control process
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Town of Los Gatos
Proposal For A Document Imaging and Management Solution
Tf Peelle
C i1N0LOGIES
During and after the small and large-format scanning processes, document images will be
presented to the operator and reviewed for quality and completeness. In general, image
acceptance criteria are readability (legibility of lettering and graphics), contrast and position. If
it is determined that the image does not meet the established acceptance criteria, the document
will be rescanned using manual threshold controls. If it is determined that an acceptable image
can not be produced using this rework process, the index and filename will be sent to a reject log
and the document will be identified in the Conversion Activity Report and returned to The Town.
Microfiche Scanning
Peelle will utilize a Wicks and Wilson scanner configured with
Wicks and Wilson's SMARTSCAN software for the scanning of the
microfiche-based documents. The SMARTSCAN software controls;
the operation of the scanner and provides extensive imageI
enhancement and verification capabilities to support the production
and quality review/control processes. The high-level steps
associated with the scanning and image quality control activities are
as follows:
1. Create a folder named as per the information presented on the microfiche header.
2. Insert the fiche and perform a pre-scan. The fiche will appear on the display, with a
colored frame around each image that was identified by the SMARTSCAN. Adjust the
light and contrast to optimize recognition of the images and achieve a high-quality scan.
3. Adjust the colored frame around the images as required. For example, a smudge may be
picked up as an image, and can be discarded. Additionally, if two pieces of film are
touching, they may be treated as a single very wide page; the operator can tell the scanner
to split the pages apart. If an image was missed by the pre-scan, the operator can mark the
area where the scanner will find it.
4. Perform the final scan at 200 DPI. The images will be stored in the targeted folder.
Document Indexing
It is understood that the specific document and microfiche indexing speci flcations will be determined
after an agreement has been executed. During the indexing process, any data generated using
automated indexing processes (OCR, OMR, ICR and/or bar code reading) will be verified to be
accurate. The index data will be formatted for import into the Laserfiche system using Laserfiche's
standard file/data import tool.
Output Media Preparation -
The TIF image files and the related Laserfiche import control file will be written to an output media
(CD-R or DVD-R) for delivery to The Town.
Final Quality Assurance Review
After the output media has been created, a final quality assurance check will be made to verify that 1)
the image files are formatted as per the specification and 2) the media has been recorded correctly.
Hard-copy Document, Microfiche and Media Delivery
The documents/microfilm and media will be returned on an agreed upon basis and delivered via
Peelle delivery vehicles and personnel. Peelle will work with The Town personnel on a delivery
schedule that optimizes workflow and minimizes any impact on their normal business activities.
800.233.5006 e www.PeelleTech.com
Town of Los Gatos
Proposal For A Document Imaging and Management Solution
Peelle
_rzCRNOLOGIES
Hard-Copy Document Scanning Services
Fee Schedule
Included below is a Fee Schedule for the scanning of CDD's hard-copy documents. The
Schedule incorporates unit pricing from Peelle's MSA contract for Document Conversion
Services (contract #5-03-70-44).
Service Description
Unit Cost
Standard Preparation fastener removal, etc.:
$15.68/hour
Barcode Sheet Printing if necessary):
$.048/sheet
Barcode Sheet Recognition / Verification if necessary):
$.019/barcode
Document Scanning - Small Format (200 DPI, Bitonal, Group IV TIFF)
Letter-size pages:
$.048/image
Legal-size pages:
$,059/image
11" x 17" pages:
$.124/image
Document Scanning- Large Format (300 DPI, Bitonal, Group 1V TIFF)
18" x 24" (C size) sheets:
$1.568/image
24" x 36" (D size) sheets:
$1.805/image
36" x 48" E size) sheets:
$3.135/image
Image Indexing (key entry of document index information):
$.0071/keystroke
Output to CD-R (includes labeling):
$14.25/CD-R
Pick Up/Delivery Via Peelle Truck:
$47.50/tri
Applicable sales tax will be added to all invoices. Payment terms are Net 30.
800.233.5006 0 www.PeelleTech.com
Town of Los Gatos Peelle
Proposal For A Document Imaging and Management Solution E C 11 NO L o G I E R
Microfiche-Based Document Scanning Services (CDD)
Fee Schedule
Included below is a Fee Schedule for the scanning of CDD's microfiche-based Address and
Subject Files. The Schedule incorporates unit pricing from Peelle's MSA contract for Document
Conversion Services (contract 45-03-70-44).
Service Description
MSA Unit Cost
Microfiche Scanner Set-up Charge:
$237.50/event
4x6 Microfiche Jacket Scanning (200 DPI, Bitonal, Group IV TIFF)
Up to legal-size pages:
18" x 24" or larger pages:
Partial jacket surcharge:
$.048/image
$.143/image
$1.66/jacket
Image Indexing (key entry of fiche header information):
$.0071/keystroke
Output to CD-R (includes labeling):
$14.25/CD-R
Pick Up/Delivery Via Peelle Truck:
$47.50/tri
Applicable sales tax will be added to all invoices. Payment terms are Net 30.
Included below is information derived from Peelle's high-level assessment of the microfiche
collections:
Building Department Address Files
Fiche format(s): Mixture of 2-channel and 5-channel fiche, both jackets and diazo copies
Fiche header information: Street number/name on all, fiche/fiche numbering on some
Estimated volume: 36,000 fiche (15 drawers x 24" of fiche/drawer x approx. 100 fiche/inch)
Planning Department Address Files
Fiche formats : Mixture of 2-channel and 5-channel fiche, both jackets and diazo copies
Fiche header information: Street number/name on all, fiche/fiche numbering on some
Estimated volume: 24,000 fiche (5 drawers x 48" of fiche/drawer x approx. 100 fiche/inch)
Planning Department Subject Files
Fiche format(s): Mixture of 2-channel and 5-channel fiche, both jackets and diazo copies
Fiche header information: Subject on all, fiche/fiche numbering on some
Estimated volume: 2,700 fiche (I drawer x 27" of fiche x approx. 100 fiche/inch)
Based upon this high-level information and the fees included in the Schedule above, the average
cost to scan and index each fiche (by street number/name or subject) will be approximately $2.00
(f approx. 10%), making the estimated total project cost approximately $125,200.
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