Dutchess County Enterprise Content Management

Transcription

1 RFP DCP Dutchess County Enterprise Content Management Vendor Questions Company Question Response 1 Continuum 2 Continuum 3 Continuum 4 DataBank 5 DataBank 6 DataBank 7 DataBank 1. In regard to page 29, the Laser fiche data conversion, when and how can we inspect the data? 2. In regard to page 28, have you more closely estimated the number of users? Or, can you break down heavy users and more "casual users"? 3. In regard to page 28 again, is there an updated "Dedicated Scanning Station" number? 1. What format can the metadata in the LaserFiche system be provided, CSV? 2. If DataBank were to provide Dutchess County with an encrypted hard drive, would Dutchess County be able to write LaserFiche images and metadata to that drive for off-site migration? If not, on what media would the images and metadata be provided? 3. To size servers, what is the average total document count produced per year? 4. What is the cost of box storage in the County's Records Center Finalists will be given the opportunity to inspect and review the Laserfiche data. Currently there are approximately 13,800 documents with a page count of 133, % are text documents scanned and saved as TIFF s. They may also contain non text information such as signatures or images. All text documents on Laserfiche are OCR d and indexed. Refer to the accompanying ECM RFP Addendum / Comments document - section ECM SOFTWARE (25.4.C). This provides details on on User licensing counts and addresses the issue of User types. When determining licenses assume that there will be NO Readonly users. Currently there are no dedicated scanners, there are 144 copier/scanner/printer devices. If the vendor is recommending dedicated scanning stations then that cost should be broken out and included under section j, Optional Modules or Interfaces. And on the pricing form I Other Costs not included above. The Laserfiche datafiles can be provided as an SQL backup or exported to a CSV file If DataBank is the selected vendor a backup of the Laserfiche system would be made available. We are unable to estimate average document count. Vendors should use the information provided in the RFP and Addendum to estimate document counts based on industry averages. For calculations related to the Records Center vendors should use industry standard average pricing. Additional Records Center information is contained in the addendum. Page 1 of 15

2 5. Approximately how many FTE's are involved with filing, 8 DataBank pulling files, re-filing, working in the Records Center, scanning and that could be shared to use in providing cost savings specific to Dutchess County? indexing into the current LaserFiche system, and what is the 2 FTE in records center - they do not use Laserfiche, Average hourly rate per FTE is average burdened hourly rate. Is there any other statistical data $ Additional Records Center information is contained in the addendum. 9 DataBank 10 DataBank 11 DataBank 6. Although it was stated that all 144 Multi-Function Devices will be used for scanning, are there any areas/departments that produce a large enough paper volume to warrant a production document scanner? 7. Are the County's MFD's capable of scanning at 300DPI, which is necessary for effective OCR success rates? 8. Will the opening of the RFP responses be public (concerned about sharing valuable references, and financial information with other vendors) We are looking for the vendor to determine any need for any dedicated scanners needed during the pilot projects. Yes all are capable of up to 1200 dpi. The names of RFP respondents is public information. During the RFP process the specific contents of the RFP responses are not made public. 12 RICOH What is the County's definition of ediscovery? 13 RICOH The 20% thin clients equates to how many total users? Regarding ediscovery, our goal is to reduce the time and expense in locating, reviewing and extracting ECM metadata and documents to meet obligations for inquiries and evidence in legal cases. The ECM software must provide easy to use search capabilities, by non- technical staff, to find and extract ECM stored documents. Single searches must be able to find documents in all the various formats that we ve stored. We have approximately 230 Thin Client users in County Departments. 100 of these are WYSE terminals and about 130 PC workstations that run with Thin Client. These devices are used by some staff at our Jail, Probation and Sheriff s Office. 14 RICOH What applications are running on the Citrix Metaframe environment? Primary applications running in Thin Client include: MS Office, McAfee, Crystal Reports Runtime and Viewer, New World Systems Aegis, Lexis/ Nexis Law in a Flash, MHS LSI-R and VPE View Page 2 of 15

3 Is there an estimate of the total number of pages to convert from There are approximately 13,800 documents with a page count of 133, RICOH the Laser Fiche system? Additionally what percentage of the 90 % are text documents scanned and saved as TIFF s. They may also contain non text documents can be printed as text versus printed as an image (ie a information such as signatures or images. photograph or hand written form)? 16 RICOH 17 RICOH 18 RICOH 19 RICOH 20 RICOH 21 RICOH 22 RICOH 23 RICOH 24 RICOH Will any of the documents need to have optical character recognition (OCR) for text level searching? Is there a current documented version of the County's Record Center procedures and policies? Based on the document types of Legislative resolutions, agendas and minutes what index fields per document type will need to be reindexed into the new system? What are the total number of County employees within each PILOT department that will have access to the ECM system? Does the County have documented compliance requirements from the State of NY? Or can the County provide a reference website of with the compliance requirements? Clarification -not sure what is meant by a "network facsimile system"? Does this mean that the requirement of the ECM would be to interface with an enterprise fax server with the ability to fax from the user desktop images and documents in the ECM? Clarification -does "fill-able forms" refer to an electronic form needing to be captured to the ECM or does it refer to a hard copy document? Provides a central data dictionary.. Would the County please explain this requirement in more detail? Provide a data schema (flowchart relationships) of the DBMS. Would the County please explain this requirement in more detail? Currently all text documents on Laserfiche are OCR d and indexed. When converted to the new system either the OCR data will be converted or the documents re-ocr d and converted Attached is the official County Records Policy that has been in existence since Also is an updated 2011 version that has not been republished. Our Records Center operation is in transition. In July 2012 the function was officially moved from our Central Service department to the County Clerk. Not sure of this question. Indexing is performed on the entire text document allowing for every meaningful word in the document to be retrievable through full text search. Currently in Laser fiche it is set to automatically index all documents. See addendum No, the County doesn t have the NYS compliance requirements. We re expecting the responding vendors to have knowledge and expertise regarding NYS requirements and compliance of its proposed ECM software to the requirements. Yes, the ECM should allow for integration with a fax server to manage faxes received and route them through the appropriate work flow. Sent faxes should also be included. This would be the ability to combine data captured from both electronic forms and scanned paper forms into one data base. A data dictionary for all database tables listing the field names, data types, field sizes, key and index fields Provide a visual representation of data all data tables and their relationship to each other. Page 3 of 15

4 The system is fully table-driven? If so, can all the tables be Drop downs and option lists values should be loaded from tables allowing for changes to 25 RICOH maintained by users using standard screens? Clarification: What is be made without requiring a program change to adjust values. the County's definition of "table-driven"? 26 RICOH Ability to scan documents existing in bound or book form. Clarification -We understand this requirement to be a function of the scanner not the ECM system. Does the County currently have a scanner that can meet these requirements? If not, would the County please explain this requirement in more detail? The software adjusts the document images by lining it up, cropping it, picture-editing it, and converting it to text. The County does not currently have a dedicated book scanner If specialized hardware is required then that cost should be broken out and included under section j, Optional Modules or Interfaces. And on the pricing form I Other Costs not included above. 27 RICOH Does the system allow for the scanned image to be finalized without the workflow option? Clarification -What is meant by "scanned image to be finalized"? When a document is finalized no changes can be made to the document or metadata. 28 Micro Strategies 29 Micro Strategies 30 Micro Strategies 31 Micro Strategies 1. Please list the main or predominant application development skills and expertise currently present across the IT group. Specifically interested to understand the level of Java expertise present. It was indicated that the group consists of about 40 staff with varying skills and backgrounds. It is useful to know what types of application programming expertise exist so that we can position solutions appropriately and so that we can make certain assumptions about what we may be asked to do and what the county may be able to do on their own if they choose. 2. Does the County see any need to share documents with other entities outside the county infrastructure? For instance, is there a need to collaborate with or move documents between other counties or government operations? 3. Does the County see value in having the ability to allow external parties (the public or partner governments) to access documents through a portal? 4. Is the County planning to allow the use of remote, mobile devices such as tablets, smartphones, etc. to access and share and access content? All OCIS staff are County employees, currently there are 22 development staff. VB Dot Net and Microsoft SQL are our primary development platforms. Java and Java script are used primarily to supplement web development. The system should allow the County to share selected documents on the web. In some instances such as Attorneys for the Legislature, outside Council for the County Attorney and collaboration with outside entities would be highly desirable. The system should allow the County to share selected documents on the web with the public in addition to other agencies through a read-only portal. The County will be studying the use of hand held devices in the coming year. Page 4 of 15

5 5. Is the County planning to reduce or increase the number of 32 Micro Strategies dedicated IT staff over the next three to five years? There are no current plans to change the number of IT staff in the County 6. Are the 40 IT staff County employees or is there a mix of 33 Micro Strategies County employees and outsourced contractors? What is the % All OCIS staff are County employees. mix? Who is the contractor? 7. Is the County expecting that the number of County employees 34 Micro Strategies will increase or decrease (through attrition or other reasons) over the next three to five years? Due to budget concerns the number of County employees are likely to decrease. 35 Micro Strategies 8. In relation to the County s current infrastructure on page 17, please advise what types of operating systems, web servers, and databases are used (or are standards) in the county. Current standard OS is Microsoft server 2008 and SQL Servers are IBM Blade center servers with number of processors and memory configured to meet application requirements. 36 General Code 37 General Code 38 General Code 39 General Code 40 General Code 41 General Code Item 41 of the Requirements Checklist (p 37): Please clarify the requirement here, especially with regard to "by function (screen/report)." It is not clear what the county is looking for here. Item 66 of the Requirements Checklist (p 39): Please clarify the requirement here, especially with regard to what the county means by "table driven" and "can tables be maintained by users using standard screens". Does this reference the SQL tables? Other? Item 73 of the Requirements Checklist (p 39): Please clarify the requirement here. Not sure what the county is looking to do. Perhaps an example would be helpful. Item 78 of the Requirements Checklist (p 39): Please clarify the requirement here, perhaps by providing an example of what the county wishes to do based on the requirement Item 101 of the Requirements Checklist (p 40): Please clarify the requirement here, especially what is meant by "correction codes" and "level of use of correction functions". Again, an example would be helpful. Item 113 of the Requirements Checklist (p 41): Please clarify the requirement here - perhaps provide a use scenario? To be able to set user permissions to a particular function such as access to a screen or a report. Drop downs and option lists values should be loaded from tables allowing for changes to be made without requiring a program change to adjust values. Changes would be preferable made in the application rather than having to manually update the sql tables When doing multiple entry's the ability to have entries saved from screen to screen to reduce re-entry of data A document such as Invoice may be indexed by the invoice information, or vendor information. There should be one image saved with multiple indexes pointing to it. An example would be for an OCR document to indicate reading errors indicating the missed words marking them muck like a spell check would. Version control insuring documents have not been altered after scanning or finalized. Page 5 of 15

6 Item 189 of the Requirements Checklist (p 45): This item refers to 42 General Code Outlook and the "county's collaboration platform" - what is the No plans for using SharePoint. Outlook is used in the county for as well as Microsoft collaboration platform currently? Future plans? Is SharePoint used office products. or being considered? Does the county have wide format scanners in any departments? If 43 General Code so, which departments have access to wide format scanners? Can Currently one wide format in County Clerks office, you provide make/model of these scanners? (not essential if the latter is not easily obtained) 44 General Code How are the County Legislature printed meeting packets (31 of them?) distributed currently? (to internal and to Legislators - Different method?) The packets are simply printed by Legislative Staff and provided to the Legislators prior to meetings General Code Reiteration of my questions from the pre-bid conference: 45 General Code Q - More background on EXAMS, PROJECTS, and EDITS applications - are they developed by the county, what db is used, who in the county uses each? EXAMS - used by Personnel/HR, developed in house, SQL db and developed using.net. PROJECTS - developed in house, and all data will be migrated to EDITS (by the county) EDITS - Used only by Health Dept. Developed using.net and uses SQL db. Has capability to attach documents Ideally each of these applications would interface with the ECM so ECM can be the central repository - Integration with Exams would be studied during the Human Resources pilot. Integration with EDITS would be studies as part of the Health Department pilot. Projects would not be integrated with the ECM. County may develop the interface, as appropriate, using API or other integration method of the selected ECM. 46 General Code General Code Q - Health Dept inspections (p 26 of the RFP) - how is data input into ehips currently? Is there any way to import electronic data into ehips? Q - County Legislature meeting packets - How many pages in a typical printed meeting packet (as distributed prior to meetings) Info currently entered by County manually into ehips. State was working on developing a way to import data electronically, but OCIS is not aware if importing is available. Westchester County has been working with the state to try to get this functionality operational, with standards then able to be communicated to other counties. Probably around 20 pages per packet. Page 6 of 15

7 Hardware a. Is Hardware Workstations, Servers, Storage etc.to be provided under this solicitation? i. If not, and the vendors are only to provide HW specifications, does the County have a current contract specifying a preference of HW make and models? b. What is the preferred workstation HW/SW platform being Lenovo workstations with windows 7 & XP OS supported by the County? c. It was mentioned on page 4 In either case the applications must support MS SQL Server databases and have Browser-based and Lenovo workstations with windows 7 & XP OS Windows-based client interfaces. Please provide configuration details on Windows based client HW. Hardware is not to be provided,rather specifications and recommendations are requested. See RFP page 32 section 25.4.h Computer Hardware Requirements We currently are using an IBM Blade center and SAN storage. See RFP page 17 section 24 Our Current Infrastructure. d. Page 17 describes Current Infrastructure- Is the current WAN and LAN capacity been recently analyze to indicate that the ECM Yes we believe there is but further study may be needed. See RFP page 17 section 24 system will not incur any performance issues. E.g. Does the County Our Current Infrastructure. believe there is sufficient bandwidth to support this project? e. Page 32 regarding sizing of the HW. What is the current storage capability today. What is the anticipated growth rates? 2. Software a. As stated in page 31 section 25.4.f of the RFP software beyond the ECM software shall be included in the proposal i. please elaborate Operating Systems, Databases that are preferred by the County b. Does the County currently have any Enterprise SW licenses or Database Licenses i. If so what are they? c. Please clarify that the ECM software pricing is to be Included in section 25.4.C ECM Software 3. Data Conversion/Migration -Regarding migration of content from Legacy systems a. LaserFiche Storage is beloved to be sufficient. Recommendations on storage capacity should be included in the RFP response. See RFP page 32 section 25.4 h and addendum Correct Microsoft Server 2008 and SQL server 2008 SQL licensing is currently server/processor based See Addendum and new pricing sheets Page 7 of 15

8 57 i. What is the volume of content in GB or pages to be migrated from the LaserFiche system? Currently there are approximately 13,800 documents with a page count of 133, % are text documents scanned and saved as TIFF s. They may also contain non text information such as signatures or images. All text documents on Laser fiche are OCR d and indexed. 58 ii. Are there annotations associated with this content? no 59 iii. What metadata fields are included? metadata fields are dependent upon the data scanned in. Finalists will be given the opportunity to inspect and review the Laser fiche data. 60 iv. What is the current file format of documents in the LaserFiche7.2.1 system TIFF, PDF All documents are TIFF's 61 v. What database version of SQL is being used? SQL b. Is any other content to be migrated into the new system? None known of at this time i. Shared Drive/Network Drives ii If so for sizing purposes, please provide estimates in GBs Historical will not be converted 64 c. Are there Computer Output to Laser Disc (COLD) documents to be migrated? No 4. Integration a. Please list legacy application software being used by Dutchess 65 County that is anticipated to be integrated with the ECM system, to New World Systems LOGOS, Microsoft Office products including Exchange. Internal include internally written applications to include manufacture and apps EDITS, Exams. Other applications may be identified durring the pilot projects release. 66 i. What languages/databases are being used VB Dot Net and SQL Server 67 b. Please describe in more the New World Systems being used by Dutchess County today 68 i. What applications are currently using this software Not applicable 69 ii. Which of the pilots will be interfacing with New World Systems Software 70 iii. Is there high level API documentation available to the vendors NEW World Systems LOGOS, is the Counties primary FMS & HR System It is a browser based system written in Dot Net and uses a SQL 2008 database Contracts, Insurance Certificates, Employee insurance forms, Civil service Exams & Recruitments, Employee Records all have the potential to interface They have a 3rd Party Document Imaging interface option with a number of high volume document usage pages displaying an icon to access documents stored in a 3rd Party Document Imaging solution. They use a configuration file to map the transaction identifier (for example, the employee s social security number) to the index values used when scanning documents into the EDM system. They ve deployed this solution at a number of customer sites using a number of different Document Imaging systems Page 8 of 15

9 71 iv. What is New World written in. Microsoft Dot Net 72 v. Who shall the vendors contract regarding APIs for the New World System application LOGOS.NET Finalist will be supplied with the documentation 5. Solution Platform a. If so, does the county have a preference? E.g. has there been Executive orders directing County agencies to one platform over another? b. What term should vendors who propose cloud based system allow for? 3 years 5 years? c. Does the County prefer monthly or annual pricing for Cloud services? d. Is the County seeking vendors who have FISMA certified centers? 6. Licensing a. A comment was made during the pre-proposal conference that reoccurring pricing is not favorably viewed within the County, however if vendors are to provide cloud based offerings, how does the County wish to address this issue? 78 b. Please clarify the number of users for the pilot(s). 79 c. Please clarify the number of overall users d. Are there any distinction in these numbers between read only and those contributing/editing content. E.G what volume if any does the county see for Read Only licenses. 7. Support/Maintenance a. Please indicate the term in years that the vendor should include maintenance costs, 1 year, 3 year 5 year term 8. Components a. Is it possible to rank the components listed on page 3 of the RFP. In page 20 of the RFP there are components that are seen as future. The county uses Microsoft bases OS, SQL as well as Microsoft Office and exchange. See RFP page 32 section 25.4 h and addendum page 1 We request a 5 year term for comparison of ongoing costs. Annual pricing is preferred If offering a Cloud solution FISMA certification or equivalent is preferred. Yes, the County is concerned about large annual ongoing costs. This issue will be challenging for those proposing Cloud-based solutions with annual subscription fees or simply those with high software maintenance costs. However, part of our analysis will be to look at the total cost over multiple years (one-time and annual costs). All we can say is be innovative in your handling of one-time and annual costs; and provide the best possible pricing. We request a 5 year term for comparison of ongoing costs. See Addendum and new pricing sheets 83 b. Are any of these components seen as optional? See Addendum and new pricing sheets Refer to the accompanying ECM RFP Addendum / Comments document - section ECM SOFTWARE (25.4.C). This provides details on on User licensing counts and addresses the issue of User types. When determining licenses assume that there will be NO Readonly users. Page 9 of 15

10 84 c. Should the vendors price the components associated with future projects as listed on Page 20 No 9. Pilots-Pages describe the 11 pilots. 85 a. Is it anticipated that these pilots will run concurrently or serially? b. Assuming the start date of 1/1/2013, how long are the pilots estimated to run? c. Please clarify the county s vision of rolling out the pilot to full ECM system, will each of these pilots applications then become a project unto itself with more and more departments utilizing the system or will each department then implement all functionality of the ECM system. How does the County propose to integrate the pilots? 89 d. Will there be a transition period between pilot and production e. Are hours being proposed to be cumulative for the ECM project including all 11 pilots or shall the vendor break each of the pilots out separately? f. Will there be a Dutchess County employee to serve as PM for the County for all pilots or will there be multiple PM s that the vendor will have to coordinate the pilots through? g. How should the vendor propose program management oversight of all 11 pilots, as a separate category or split amongst the 11 pilots? h. If a cloud model is being proposed what are the estimate number of users for these pilots? 94 i. And what is the approximate timeframe that these pilots will run? 95 j. Will production work be conducted during these pilots or will they run in parallel to current business processes? 96 k. When will these pilots then be fully implemented into production Refer to the accompanying ECM RFP Addendum / Comments document - sections 25.2 COUNTY ECM DEPLOYMENT STRATEGY ECM SOFTWARE, and 25.3 PILOT PROJECTS and ECM SOFTWARE (25.4.C) Page 10 of 15

11 97 l. Under polices and documents Can the county provide a breakout by document group of the number of documents anticipated to be implemented. ( This will assist in sizing the system) 98 m. Under County Contracts Are the number of contracts ( 2000) a cumulative number or an annual number? This is an annual number 99 i. If cumulative number what is the anticipated growth rate. n. Under Insurance Certificates 100 i. What is the underlying application? Insurance certificates are received by the county and manual tracked by Risk Management, the County Attorney and individual departments. 101 ii. Is there an automated system that generates the Certificate or is Certificates of insurance are supplied by vendors doing business with the county, they are it all manual based? not generated by the County 102 iii. Does that system have a document repository o. Under Section Permits and Inspections. 103 i. Does ehips have an image repository, If so what is it? No This is a NYS program 104 ii. What language is ehips written in. This is as NYS program, we have limited access to the application. 105 iii. Please describe the FOIL request? It's unclear what the question is. FOIL (Freedom of Information Law) involves requests from the public for County information. NYS Laws govern requirements. p. Under Records Center 106 i. How many boxes are destroyed see Addendum 107 ii. What is the anticipated growth rate of paper? Unable to answer this question, It would be the responsibility of the vendor to estimate this based on experience and industry averages. Page 11 of 15

12 108 iii. Please describe the RM application that was developed in House( what is it written in) VB Dot Net application General Description of the Records Management System. This Intranet based Records Management System replaced the Mainframe application in January 07. Some of the capabilities are: - Enter Transmittal Lists, electronically route the lists to Records Management and print the lists to send with the boxes. - Enter requests for folders and electronically route the requests to Records Management. - Search for and display boxes based on several criteria, such as inventory number, box status, department box number, box description, etc. - Generate on-line lists of boxes scheduled for destruction based of the NYS Records Retention and Disposition Schedule and print the Authorization Destruction Form for the appropriate signature iv. Are current and proposed Records retention plans/schedules available to the vendors? v. Is the County seeking only vendors who provide DoD certified RM systems? 111 vi. Are records subject to HIPPA compliance? We follow the NYS records retention policy No this is not a requirement Yes, HIPAA compliance for client records associated with Health, Mental Hygiene, Aging, DSS vii. What other regulations are Dutchess County Records required Dutchess County follow NYS and Federal records requirements. to comply with? q. For the proposal submission are separate requirements checklists as stated on page needed for each Pilot, or is one See Addendum and new pricing sheets sufficient for the entire ECM system? r. How does the County propose if certain software modules are not needed in a pilot but may be needed in the overall ECM system? See Addendum and new pricing sheets Pilot only requires a subset of functionality? Example not all pilots may need ediscovery modules. s. Please define NYS CONT? on pricing sheet OS, Database and Other Products t. Under the checklist ediscovery- Does The County anticipate redaction being a requirement for all pilots? What volume of content is to be redacted? Column removed, see Addendum and new pricing sheets Redaction should be an option for all documents. The volume will depend on the document and target audience. Page 12 of 15

13 118 u. Under the checklist for Search/Retrieval does the County anticipate Federated Search, being a requirement? This is not a requirement but if available should be noted in the response. 10. Funding 119 a. What is the anticipated funding cycle? Refer to the accompanying ECM RFP Addendum / Comments document - ECM 120 b. Are the pilots funded? SOLUTIONS AND AFFORDABILITY 121 c. Is the ECM system funded? 122 d. Is there a budget planning $ target that the vendors should strive See Addendum to attain? If so what is that estimate? 123 e. Pricing. To confirm, these prices to be included in the proposal pricing forms are Time and Material estimates and not firm fixed Yes, see addendum and new pricing sheets price 11. Misc 124 a. Is Social Media content expected to be retained in this ECM system or the will the Web Content Management System maintain this content? Social media content is not part of this RFP b. Are mobile devices, PDA, Tablets, iphones etc anticipated to be part of the pilots and ECM system, If so please elaborate on number of devices and manufactures. c. Is streaming video s anticipated to be part of the pilots and ECM system, If so please elaborate. d. Please clarify system requirement 24 The following information regarding document structure should be kept once for The following information regarding document structure should be kept once for each document type: page count and measurement units (inches or centimeters). The County will be studying the use of hand held devices in the coming year. It is not anticipated in the Pilots but should be listed as an option if available 128 e. Please clarify system requirement 27 team based licensing Question 47 refers to concurrent licensing f. What forms packages if any are being used by Dutchess County? g. Regarding requirement 62 does the County currently have a Data Dictionary? If so is that available to the vendors h. What model of Ricoh scanners are used within Dutchess County? Original Document information and properties should be recorded once and not duplicated. Currently use Adobe Acrobate to create limited online forms. The data dictionary would be supplied by the vendor and contain the database information, Tables Fields, of their product. MP 171SPF,MP 2500,MP 2550,MP 2550B,MP 3550,MP 4000,MP 5001,MP 6001,907E,MPC 55E Page 13 of 15

14 132 i. Item 33 of requirements Capability to white out/black out sections of images before printing. (redacting) Is it the requirement to have the redaction done on the fly prior to printing or can a previously redacted copy of the content be stored in the ECM and Redaction would be based on user viewing or target audience of the document. The process of redacting a document should be done in the ECM system and redacted copy available. then printed? 133 j. Item 104 states requirements Ability to digitize microfilm/microfiche documents and transfer the files into the imaging system. Is there any need to continue to store to Retention would be based on State requirements. Microfilm/microfiche? 134 k. Item 109 Converted historical index database values can be electronically associated with scanned images back-scanned by either the user or the vendor. What is the historical database? What are the values? The Laser fiche system currently used by the Legislature and the County Exec's office. 135 l. For OCR estimates what is the total number of pages that will need full text OCR? All documents containing text should be OCR's for search. If referring to Laser fiche data There are approximately 13,800 documents with a page count of 133, % are text documents scanned and saved as TIFF s. They may also contain non text information such as signatures or images. Additional questions from Pre Bid meeting not covered above 136 Have you discussed on premise or would you entertain the Cloud? See addendum and new pricing forms DataBank Any personal preference? Perhaps to do both in-house/cloud; now looking at Cloud for some options.. What are the multi-function devices? See addendum and new pricing forms They are all Ricoh's. 139 Do they have the capability to covert scanned images to text? No, they scan to the default pdf (multipage); options: tif, jpg 140 Gemko: Does the county provide the servers and SQL database? See addendum and new pricing forms Page 14 of 15

15 141 Micro Strategies: Are you looking for existing physical documents in the records center to be converted? No conversions are planned. From a scanning perspective the records center currently has 44,677 boxes; best practice processes going forward; ongoing ECM may incorporate scanning in the process; workflow being created; define what the model should be; in this case, use multifunctional devices to handle this particular work flow; where we can drop the files in the ECM. Are there currently any ECM pilots in place in any of the No; Laser Fiche used in the Legislature; only caveat separate application for the County 142 Micro Strategies: departments? Clerk; need integration? No. 143 Any other systems looking for ECM? Not part of the pilot; there are public safety applications for Probation/DA we do not see that happening within the first 2 years; it is a non-issue at this time. 144 Are there any discussions about owning systems/any restrictions as See addendum and new pricing forms to the ECM platform? 145 Tailwind: You might pick certain pilots; are the pilots going to work Refer to the accompanying ECM RFP Addendum / Comments document - section 25.3 concurrently, or one at a time; if budget is left over from one pilot, "PILOT PROJECTS" would monies be used for another? Page 15 of 15