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Clear Village Document Management Proposal eta y"~. t Executive Summary Clear Village is committed to providing the best solutions for local government service delivery. Our technology provides compelling benefits for citizens, the business community, county staff, budgets and the environment. Under this proposal, Clear Village will provide an electronic document management solution for Indian River County. Electronic Document Management Under this proposal, Clear Village will provide an electronic document management system consisting of the following: 1. An application to drive the Building Department's and the Utility Department's Scanner. The application will allow users to remotely initiate document scans. Scanned documents can be categorized and tagged to support searching and retrieval,as well as indicating the confidentiality of a document. 2. A web-based application will be provided to search the electronic document repository and to view electronic documents. The application will be available to authorized users from anywhere with access to Indian River County's network. The application will enforce document confidentiality. 3. An administrative console will be provided to configure document types,tags,and user authorizations. 4. The document management system will be configured to support the Building Department's Document Types, Document Tags, and Confidentiality policies. The Department staff will be configured as users of the system with appropriate authorizations. 5. Additionally, the document management system will be configured to support the Utility Department's Document Types, Document Tags, and Confidentiality policies. The Department staff will be configured as users of the system with appropriate authorizations. 6. The current OCE document management system can be used as an archive for existing electronic documents. There are over 700,000 files in the OCE repository. Clear Village will provide services for the Building Department and the Utilities Department to import the documents and the tags used to search for the documents into the Clear Village document management system. Clear Village will conduct interviews with representatives from each Department to document the types of documents managed and the methods used to search for documents. Clear Village will write an import program that will capture the tags(i.e.the information used by document searches)as well as the electronic documents. The import program will load each Department's documents into the Clear Village Server and will add the appropriate tags to support document searches. The analysis, import program creation,the import process, and the quality assurance for the import process will require 2 to 3 weeks to complete per Department. 7. The Document Management System will be installed on a County computer. A server class machine is recommended. The server will need Microsoft IIS and Microsoft SQL Server. The County is responsible for provisioning the hardware for the Document Management System. 8. The Document Management System works with Clear Village's Citizen Portal and Clear Village's Staff MA Portal used by the Building Department. This provides staff easy access to electronic documents associated with permits, contractor registrations, etc. as the staff performs inspections, and reviews C.9 permit applications. Additionally, electronic documents provided by contractors, businesses, and/or Q Clear Village Inc.—Proprietary and Confidential Offer valid through May 31,2013 55