Bid Zip RFP #4548 - Laserfiche WebLink

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in other fields. ▪ Place fields side-by-side and adjust field widths. ▪ Include required fields so forms will not be submitted with incomplete information. ▪ Customize the layout of your form with editable fonts, colors, backgrounds, and uploaded images. ▪ Automatically pull data from primary applications to prepopulate fields such as name, address, and phone number reducing the need to rekey or manually validate information. ▪ Maintain a record of the submitted information by saving the form to your repository as a TIFF or PDF. ▪ Automated form routing for processes such as review and approval with the Forms business process modeler. ▪ Easily approve or deny forms via simple email reply. ▪ Use Timer Event functions that launch processes on a set schedule or after a specific period and reroute a workflow when a deadline has passed. ▪ Create reports showing the status and progress of each process. ▪ User-based team management. ▪ Implement secure features such as Digital Signature boxes and Captchas. ▪ Payment Gateways - configure multiple Authorize.Net and Braintree profiles. ▪ Rich Text Fields - submitters filling out Forms can add bullet points, style text, and include links in their submissions. ▪ Dynamic Form Selection allows you to also specify a form based on the value of a variable. ▪ Location field allows you to store a geolocation field in a form as the Location property for the form saved in a repository. ▪ Time out users after a set period of inactivity. ▪ Forms Designer Themes include Winter, Spring, Fall, Summer, High Contrast Mode, and High Contrast Mode II 74 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Forms Designer Users that can access Forms: ▪ Full Named Users: provides full access to all functionality within Forms. ▪ Process Users: Read-Only repository access, full Forms functionality. ▪ Community Users: Read-Only repository access, can submit Forms and participate in Forms processes. ▪ Public Users: Public users do not need to sign in to Forms or have a Laserfiche account. Anybody can submit a form. Requires Laserfiche Forms Portal. Laserfiche Forms Portal - Extends the functionality of your Laserfiche Forms application to publicly available forms that can be completed and submitted online anonymously, meaning users do not need to login to complete and submit a form. Laserfiche Solution Templates – The Business Process Library features a variety of prebuilt processes and accompanying forms tailored for a variety of business needs. Each business process consists of one or more Forms processes that will be installed when you click download. Additional files that are required for the process to run must be downloaded from the Process details page and configured separately. 75 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Public Portal - Laserfiche WebLink is a user-friendly public portal site for providing read-only access to documents. This enables you to access the information quickly and easily you need from anywhere in your office or even from a remote location. For example, an organization that you work with might use WebLink to share files with you, or your local city government might use WebLink to distribute documents to the public. Laserfiche Quick Fields - Quick Fields is a highly customizable data capture solution that automatically captures your critical information from paper, electronic documents, and databases then organizes it for fast retrieval. By automatically capturing the data you need, Quick Fields can reduce or eliminate the need for manual data entry, which is labor-intensive and error prone. Quick Fields collects the precise data you need—such as zip codes, bank account numbers and invoice numbers—and then compares it to information in other application databases to verify its accuracy and ensure that it is correctly formatted. In addition, data extraction tools can draw information from other databases to automatically fill in index fields. Data extraction tools automate these processes to reduce the amount of staff time spent transferring information between applications and integrating it into your business processes. 76 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Quick Fields options include: ▪ Bar Code – reads a variety of industry standard bar codes horizontally and vertically. ▪ Zone OCR – automatically extracts text from specific form areas for rapid data capture and index field population. ▪ Real-Time Lookup – populates template fields and validates metadata by retrieving data stored in client databases and other applications. ▪ Pattern Matching – uses regular expressions to separate extracted data, such as zip codes, from larger blocks of text captured by Zone OCR and verifies that is correctly formatted. ▪ Check Scanning – captures images of checks with supported Digital Check Corporation (DCC) scanners. ▪ Form Identification – automatically recognizes the form or document based on its overall structure, even in the absence of barcodes, form data or other distinguishing information. ▪ Form Registration – automatically repositions the document to match a master form, correcting for scanning errors and improving data extraction. ▪ Form Extractor – removes form outlines, isolating data for more accurate capture. ▪ Optical Mark Recognition (OMR) – detects marks on surveys, tests, and ballots. OMR can determine whether check boxes have been filled in. ▪ Document Classification – eliminates the need for sorting prior to forms processing by recognizing multiple types of forms in a single session. Laserfiche Quick Fields Agent - Quick Fields Agent allows you to schedule Quick Fields sessions and have them run unattended. By scheduling when document processing occurs, your organization can use 77 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM network resources at non-peak hours. Quick Fields Agent keeps track of all scheduled sessions and reports on the results of schedules that have run. Laserfiche Records Management - Laserfiche Records Management simplifies the life cycle management of business records and supports the automatic enforcement of consistent, organizationwide records policies and reduces the cost of regulatory compliance. Records Management Highlights: ▪ DoD 5012.2 compliant ▪ Enforce enterprise-wide records policies, regardless of your records’ format, location, or content, and without additional staff training. ▪ Create records from documents already under management. ▪ Search for records according to status or location. ▪ Automate life cycle management from document creation to final disposition. ▪ Run reports detailing where records are in their life cycle and which records are eligible for transfer, accession, or destruction. ▪ Log all system activity, providing an audit trail that can be used to prove adherence to your records management plan and compliance with regulations. ▪ Ensure the future accessibility of your archived records with storage in non-proprietary TIFF file format. ▪ Safeguard records with comprehensive access controls. ▪ Promote compliance with Sarbanes-Oxley, HIPPA, USA PATRIOT ACT, SEC, FINRA and other regulations. ▪ Simply business continuity planning by centralizing your organization’s information. ▪ Reduce litigation risks associated with expired and outdated records. ▪ Respond to e-discovery order quickly and confidently. ▪ Instantly provide large numbers of records to auditors, without trips to the records room or offsite storage facilities. Laserfiche Records Management has been updated to enable greater organizational flexibility in how records are handled, while still enforcing security restrictions to help them meet their compliance needs. Cutoff and retention policies can now be assigned directly to any entry in the repository, without needing to be located within record series. In addition, holds (previously called freezes), can be placed on any entry in the repository, regardless of its folder structure or whether it is a record. Assigning a hold to a document does not make it a record. In addition, users can provide names for holds, and apply multiple holds to a document, or a single hold to multiple documents at once. Holds can also be assigned due dates, and users can search for every document with a hold or a due date. Administrators can also view all holds in the management page, and quickly view a list of all documents with a hold. Laserfiche Import Agent - Import Agent can automatically retrieve files stored in a Windows folder and import them into a Laserfiche repository allowing numerous image capture devices (multi-function copier/scanners, network fax server, etc.) to work with Laserfiche. Automatically assign user-defined document templates, auto-populate index fields and create unique document names. You can also schedule Import Agent to import documents during off-peak hours. Laserfiche Email Archive - allows you to automatically archive emails to Laserfiche using Import Agent. Emails can be archived to multiple repositories based on various conditions. Additionally, Email Archive 78 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM can extract and assign metadata to the emails saved in Laserfiche. It can also extract and save attachments and the email’s distribution list file. Laserfiche Connector - Integrate Laserfiche with third party software applications in minutes without programming. Laserfiche Connector provides a streamlined experience for integrating Laserfiche with business applications such as CRM and ERP systems. Laserfiche Connector integrates easily through user-defined hotkeys and embedded icons. Laserfiche Connector allows you to: ▪ Searching the Laserfiche repository based on fields from third-party applications such as CRM and ERP systems. Both basic and advanced searching is supported. If only one result is found, the document will automatically open in the Laserfiche Client, Laserfiche Web Access or Laserfiche WebLink. ▪ Launching Laserfiche Scanning and automatically populating metadata for the scanned documents with information from a third-party application. ▪ Connecting two applications by allowing one of them to start the other (including the ability to pass parameters between them). ▪ Choosing whether any of the above actions are activated from a keyboard shortcut, a button embedded in the application's title bar, or both. Laserfiche Toolkit (SDK) - The SDK (Software Development Kit) allows your organization to more effectively put content to use by integrating Laserfiche with third party applications. Custom solutions can be created using any language with COM support, which means Web sites, scripts, Windows applications, or anything else compatible with COM libraries, including all .NET languages, can easily communicate with the Laserfiche Server. The SDK comes with detailed documentation that includes tutorials and sample source code in C# and Visual Basic .NET. Laserfiche ScanConnect - ScanConnect enables you to use ISIS scanning drivers. A collection of ISIS drivers is included with ScanConnect, enabling you to scan using supported scanners. A list of supported scanners can be found on the Laserfiche Support Site. If your scanner is not listed, you can manually install any ISIS drivers your scanner's manufacturer has provided. Piggy-Back Clause The RFP pricing for scanning services is Piggy-backable and we request a clause included in Agreement if we are selected. This agreement between the Organization and the Contractor for the Organization’s requirements of select item(s) of personal property and/or personal services, the Contractor agrees to extend the same pricing, terms and conditions to each and every political entity, special district, and related non-profit entity. It is understood that political entities, special districts, and related non-profit entities that piggyback on this quote shall make purchases in their own name, make direct payment, and be liable directly to the contractor holding the Organization harmless. The Organization may, at its option, charge an administrative fee to those political entities, special districts and related non-profit entities who avail themselves of this agreement. Bid Zip RFP #4548/ECS Imaging, Inc._290832/RFP 4548 Electronic Case Management System Redacted.pdfNAME OF PROPOSAL ELECTRONIC CASE MANAGEMENT SYSTEM RFP 4548 Submitted To: COUNTY OF HAWAI’I OFFICE OF THE CORPORATION COUNSEL Date Submitted: May 6, 2024 Valid Through: August 5, 2024 Submitted By: ECS Imaging, Inc. 5905 Brockton Ave. Suite C Riverside, CA 92506 Toll Free – (877) 790-1600 Phone: - (951) 787-8768 Fax - (951) 787-0831 www.ecsimaging.com sales@ecsimaging.com 2 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM County of Hawai’i 25 Aupuni Street, Suite 1101 Hilo, Hawai’I 96720 ATTN: Department of Finance Dear Department of Finance, Established in 1990, ECS Imaging became a Laserfiche Solutions Provider in 1995 and has been the largest provider of Laserfiche Document Management solutions in the western United States for 29 consecutive years. ECS Imaging is the longest running and largest provider of Laserfiche in California since 1995. The company currently holds the rank of third largest in the World. With over 30 years of experience in the industry, over 400 public and private sector customers, and a large technology staff to serve you, ECS is the best qualified partner to implement and support your Laserfiche system. We are committed to delivering unparalleled service and support for your Laserfiche system now and into the future. Laserfiche provides a user-friendly and robust feature set including workflow and business process management, integrated electronic forms, automated data capture tools, granular security, and many integration capabilities. The system is highly customizable and scalable to support thousands of users and an abundance of information. Laserfiche is easy to install, easy to learn, and easy to use. The system will be implemented by a team of professionals who have been implementing and supporting Laserfiche systems for over 28 years. ECS is a Platinum Certified Laserfiche Solutions Provider and maintains the largest, most experienced engineering, project management, and support staff to serve you. We have experienced business analysts to assist with designing, consulting, and implementing automated processes and integrations with third party systems. With over 100 years of collective implementation experience, our subject matter experts can provide you with an invaluable resource that is hard to match in the document management industry. We are also a Laserfiche Premier Partner. Unique with ECS Imaging Support, we offer free Webinars, User Groups, Annual Conference, and a monthly E-newsletter to all our clients. In providing this, we offer a unique advantage that gives our clients additional training opportunities, a forum for sharing ideas, use case knowledge in the Laserfiche Community, updates on the latest features and functionality of Laserfiche at no additional cost. These training and consulting opportunities are ECS’ way of giving back to our clients on an ongoing basis. The ECS customer first approach is validated by the volume of satisfied ECS customers and our high customer retention rate year over year. Many customers who started with us in 1995 are still using Laserfiche being supported by ECS. ECS’s consistent 5-Star Google rating from our customers is a testament to our success and the success of our customers. ECS will be your document management partner not only during project implementation but well into the future as we continue to provide exceptional best practices, consultative recommendations, and support for your Laserfiche system. ECS is a California certified small business and 100% women owned. Thank you for your consideration. Sincerely, Debbi Bodewin Chief Consulting Officer 951-787-8768 x1109 debbi@ecsimaging.com 3 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM TABLE OF CONTENTS EXECUTIVE SUMMARY .......................................................................................................................................... . 4 COMPANY BACKGROUND AND EXPERIENCE .......................................................................................................... 5 EXPERIENCE AND CAPABILITIES ........................ ................................................................................................................. 6 ORGANIZATIONAL CHART - CONFIDENTIAL ............................................... .......................................................................... 9 PAST PERFORMANCE (REFERENCES) - CONFIDENTIAL ............................................................................. .............................. 9 LASERFICHE QUALIFICATIONS ......................................................................................................................................... 15 TECHNICAL SPECIFICATIONS AND FUNCTIONAL REQUIREMENTS ......................................................................... 17 MANDATORY REQUIREMENTS – CONFIDENTIAL ........................... ..................................................................................... 17 COST PROPOSAL - CONFIDENTIAL ................................................................................. .................................................. 38 LASERFICHE RIO PRICE LIST ....................................................................................................................... ..................... 39 ECS IMPLEMENTATION, PROJECT MANAGEMENT, TRAINING AND ONGOING SUPPORT - CONFIDENTIAL ........... 44 ROLES AND RESPONSIBILITIES................................................. ........................................................................................ 44 PROJECT PLAN .............................................................................................. .............................................................. 45 PROJECT STATUS ...................................................................................................................... ................................... 47 PROJECT PERSONNEL .............................................................................................................................................. ...... 47 ECS SCOPE OF WORK SOLUTION – CONFIDENTIAL............................................................................................................. 47 SYSTEM REPORTING, DATA MIGRATION, AND INTEGRATION .............................................................................. 52 LASERFICHE PRODUCT DESCRIPTIONS AND FEATURES ....................................... .................................................. 56 4 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Executive Summary ECS Imaging is proposing the Laserfiche Document Management System to meet County of Hawai’i’s comprehensive Case Management needs for its immediate and future requirements. Leveraging the existing Laserfiche platform, ECS has the expertise and capabilities to meet and exceed the requirements of this RFP. ECS has over 28 years of experience implementing Laserfiche ECM Solutions and has been recognized as a top 3 worldwide leader by Laserfiche in 2017 and named Laserfiche Enterprise Partner of the Year in 2024. ECS is a certified Laserfiche Premier Partner, provides Laserfiche support and services to more than 30 Counties and is the current Laserfiche Solution Provider for the County of Hawaii. ECS is proposing the existing Laserfiche platform which has been a county-wide solution standard for more than 15 years. The existing user licenses in the Corporation Counsel and IT departments would be leveraged to provide a central repository for managing the retention and storage of Hawai’i County’s documentation and images, while providing ease of access and robust security. Users will access the system through a user-friendly, Windows-centric, Web browser interface, or Mobile device. The existing Forms and Workflow features will automate the routing, notifying, reporting, indexing, and filing of documents. OCR and process automation will assist in the processing of both new and old data needing importation or imaging. Integration with MS Office suite is inherent in Laserfiche and will provide time savings collaboration. Laserfiche is a trusted software solution by more than 40,000 sites worldwide including more than 1/3 of the Counties nationwide, and 3,000 Cities. The Laserfiche software solution meets all the required capabilities outlined in the RFP and much more. The software provides easy-to-use document management, document storage and retrieval capabilities through an intuitive and flexible interface that will be easily customized to meet your specific needs. Flexible licensing allows us to deliver the solution currently needed and will allow scalability for future growth. Users will access the system through a user-friendly, Windows-centric, Web browser interface, or Mobile device. Laserfiche e-Forms will provide the tools to create truly paperless processes from start to finish. The built-in capture platform will automate the recognition, indexing, and filing of documents. Workflows will assist in processing of both new and old data needing approval, routing, and filing. The Laserfiche solution will be implemented by a team of professionals who have been installing and supporting Laserfiche for 28 years. Based on our experience in the industry, longevity as a Laserfiche Solution Provider, and our highly qualified support and technical staff, you will find ECS Imaging to be an exceptional partner for your current and future document management needs. Our Customer focused Team is dedicated to our customers’ success and resolving any issues efficiently and effectively. ECS has a depth of knowledge and experience with over 200 Laserfiche certifications collectively, along with many network and database certifications, we can provide support for the full Laserfiche product suite. ECS will provide the knowledge we have gained through the implementation and support of over 400 Laserfiche systems across the United States. ECS Imaging has been one of the largest providers of Laserfiche enterprise content management solutions since 1995. Our long history of successful installations and “Client Centric” approach to building comprehensive solutions is underscored by our extensive list of supported accounts. Through a strategic partnership with ECS Imaging, we know that this project and future ones will be a success. Based on our extensive experience in the industry you will find ECS Imaging to be an exceptional partner for your content management needs. 5 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Company Background and Experience ECS Imaging has been in business for 33 years and has maintained the same mission since its inception; the customer comes first. With a strong leadership team delivering a consistent vision, ECS works to provide our customers with the highest quality service possible. Our mission of blending technology to meet business needs has been the foundation. ECS became a Laserfiche Solutions Provider in 1995 and has achieved top performance recognition consistently every year since. The company services our customers’ implementations from our Headquarters in Riverside, with Team Members serving all of California. ECS Imaging has the highest certification level possible as a Platinum Certified Laserfiche Solution Provider. We are honored with the consistent ranking as the top Solutions Provider in the western United States for 27 consecutive years and achieving status as the 3rd largest Laserfiche provider in the world since 2017. ECS was recognized as the Laserfiche Enterprise Partner of the Year for 2024. Our efforts are focused on helping organizations become more efficient by automating manual tasks and eliminating paper-based business processes. We specialize in providing local government innovative turn-key document management solutions with the award winning Laserfiche Enterprise Content Management Systems. ECS Imaging is a full-service document management solutions provider offering a full range of turn-key services including: ▪ Laserfiche Software Installation and Consulting ▪ Project Management ▪ Systems Integration ▪ Cloud Migration Services ▪ Business Process Automations and Consulting Services ▪ Data Conversion Services ▪ Digital Signature Solutions ▪ On-going Support of Software and Hardware ▪ Remote and On-Site Training and On-going Support ▪ Out-of-the-box Integrations and Custom Integrations with 3rd Party Applications ▪ Custom Documentation ▪ Scanning Services (including Large Maps, Microfilm, Microfiche conversion) ▪ Complimentary Quarterly User Group Workshops with Training ▪ Complimentary Annual Training Conferences (20 Years) ▪ Complimentary Monthly Training Webinars Our goal is to help organizations of all sizes improve business operations and increase productivity. We can help your organization: Eliminate Paper Based Processes, Automate Data and Information Collection, Secure Information from Unauthorized Use, Simplify and Secure the Management of Business Records, Meet Regulatory Compliance Needs, and more. 6 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Experience and Capabilities With the largest technology staff of any Laserfiche Solution Provider in the Western US, we have the expertise, experience, and proficiency to successfully install and support any size Laserfiche system for any type of business. We have implemented systems for individual departments, multiple departments, multiple locations, Enterprise wide and Nationwide. We are a local government specialist with over 150 City and 20 County Laserfiche implementations. We understand the industry compliance requirements for government and document management in general. Our targeted focus provides expert consultative knowledge shared with our entire customer base. Additionally, ECS provides a personal touch with a dedicated implementation, project management and customer success team assigned to your projects. All ECS Executive, Sales and Technical staff attend training sessions on an annual basis. Staying up-todate and informed on the latest features and enhancements within Laserfiche and the Document Management Industry providing our clients with the best consulting and support services available. As a Platinum Certified Laserfiche Solutions Provider, all ECS Technicians are Laserfiche certified and currently hold over 200 Laserfiche Certifications collectively. ECS has earned Winner’s Circle status annually for over 20 years. Laserfiche Winners Circle is an exclusive annual recognition for only the top Laserfiche Solution Providers that demonstrate outstanding sales, performance, best practices, and a commitment to exceptional customer service. Recently, ECS received the 2022 Transformation Award, and 2022 Laserfiche Cloud Solution Provider of the Year. ECS was also awarded the Enterprise Partner of the Year for 2024. Additionally, ECS is now a Laserfiche Premier Partner. This new Partnership standard assures our customers we have passed new benchmarks for Customer Success, Satisfaction, and expertise in the product. Laserfiche Workflow is a built- in, robust, activity-based business process automation tool that will simplify, organize, and expedite the way you do business. ECS regularly provides services to design and implement business process automation solutions for our customers. Automated processes include but are not limited to: • Automated Taxonomy for Document Filing and Processing (Naming conventions, Auto-Filing, OCR Processing, Auto-indexing and more) • Routing Content for Review, Delegation and Approval • Collaboration with Multiple reviewers and levels • Routing in sequential, parallel, conditional, and ad hoc methods • Database Lookups (Prepopulate Index Fields and Data Validation) • Customizable E-Mail Notifications and Reporting • Auto-fill PDF’s and Word Documents • Calculations of missing records and retention management • Integration using ODBC lookups, C#, VB Scripts, MS Exchange, and Custom • Reporting to evaluate insights, monitoring, productivity, and analysis of the business processes • Pre-built Out of Box Workflows Laserfiche Forms is a built-in, web-based tool allowing you to replace paper forms with easy-to-design web forms