2015-097 - Laserfiche WebLink

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MCCi Quote for: Indian River County (Data Migration from Smead System to Laserfiche) SCOPE OF SERVICES The Client currently has approximately 5-7 GB of electronic records and 7-10 GB of image files in a Smead system which operates on a SQL database engine as the backend. This data contains approximately 2800 electronic documents and 131,922 image pages which the Client would like to have migrated, indexed and integrated into their new Laserfiche system. Unless otherwise stated in the scope of services, the migration process is limited to migrating data from one system to Laserfiche. Access to data — The Client will provide MCCi with remote access to the data for the purpose of review, and for assistance in configuring the migration utility. If necessary, the client will make a copy of all data to be migrated on an external hard drive and will send the data to MCCi. Additional fees may apply if the data is of a size that requires MCCi to acquire additional hardware to run the migration process. Copy of Application — The Client is required to give MCCi access to the original application as part of the migration process. If no access can be given, this must be stated in the scope of work. Due Diligence — Data migrations may require investigation by MCCi prior to providing time estimates and confirmation on programmatic feasibility. Due diligence time spent prior to contracting for services is incorporated into the final project cost. Migration — The data migration utility created by MCCi, will be utilized to migrate the records to the Laserfiche system. The images and the document classes (i.e. the index data) will be preserved within the variance, if any discovered during Project Sampling and Evaluation Testing. If manual image naming or indexing is required it will be the client's responsibility. Supported Data Types — TIFF Images from the legacy system will be migrated into Laserfiche. No conversion of data types or removal of document wrappers will be completed during the migration process unless specifically stated in this scope of services document. Files that are encrypted will not be migrated. Additional document types are in an electronic file format including .ftr, .fig, .dpw, .knl, . fdp, .txt, .cod, and .tpp. These file formats can be stored as is in Laserfiche. Laserfiche will not open most of these files natively and will require their supporting software installed on the workstation viewing these documents. MCCi is not responsible for providing native applications. Indexing — If indexing is desired and not currently contained within the electronic data migrated, the Client is required to provide MCCi with a database (in a format accepted by MCCi) of indexing information which would be used to auto populate template fields. Additionally, the index data must be associated with the documents via unique identifiers or pointers. OCR — The client will be able to OCR the records internally, once the migration process is complete. Data Capture and Quality Control — MCCi is not responsible for the accuracy of existing indexing data and/or image quality, such as errors on the media, image file corruption, data file corruption, orphaned records, encrypted data, non supported proprietary formats or other errors that are not controllable by MCCi. Security — Due to the vast differences in how document management systems handle security and file access, the migrated data will not retain any of the previous system security from the former document management system. It will be the responsibility of the Client to apply the necessary security and access control to the migrated data in Laserfiche. Prior to providing end user access, the Client should verify that all migrated data has had the proper security applied, including view/write access and redactions (if utilized), which is consistent with their existing Laserfiche security policy. Sticky Notes, Redactions and/or Annotations — Due to the vast differences in how document management systems handle sticky notes, redactions and annotations, data migration services do not include migration of sticky notes or any other redactions and annotations from the legacy system to Laserfiche, unless otherwise stated in this scope of services document. Retention of data — MCCi is not responsible for maintaining a copy of the original data, or a copy of the converted data. 91