Agenda - Council - 01/23/2001 - Laserfiche WebLink

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Ser¥ice Schedule B- O~oi~ Document DeliYer¥ Ser¥iees Service Delhfidon GovDocs.com ("GovDocs') offers three ongoing services to provide City of Ramsey with all of the hardware, service, and security support necessary to mahtain and manage the delivery of its documents to the public through the GovDocs Document Delivery Application. These services will iachtde: I. Doctt#tettt tlosting attd Data Trtt~tsfer: OovDocs will host all documents that City of Ramsey chooses to include within the GovDocs application. Information related to the documents must be provided in a database format determiued by GovDocs (GovDocs offers Setup services to put information into this database format). Hosting is provided in a way that allows users from City of Ramsey to move seamlessly between the City ofRamsey website and the GovDocs application via HTML links. GovDocs also manages all transfer of data to users as partof this service. 2. Dtttab~tse trod Content Mamtgement: GovDocs will maintain up to date content and provide automated e -mail notit~cations, subscriptious, and reminders based on what each user wants to receive. GovDocs maiutains a profile on cacb user who registers for services on tile GovDocs application. Effective in April of 2001, City of Ramsey staffwill be able to submit updates through web-based administration tools that will be password protected so only approved members of the City ofRamsey staffcan gain access. 3. Doctttttelt! Cottver$iott: GovDocs will convetz City of Ramsey documents into 1 or more appropriate online lbrmats. GovDocs can convert any type of document intothe appropriate digital format(s). These formats include: I-[TML, Adobe Acrobat (['DF), and Write-Enabled Adobe Acrobat (PDF) that can be filled in and printed with the PDF document. Service Level Agreement Document Hosting aad Data Transfer · Ongoing hosting ofdocnments and transfer of related data to users for a tee based on tile number of documents included in the system · Management of security firewall to prevent alterations of the documents by unauthorized users Database alld Colltent Mallagenlent · Automated e-mail notifications, subscriptions, and reminders based on what each user wants to receive · . Management of user profiles fbr all users who sign up for subscriptions and notifications · 2-hour turnaround on updates or changes to the City of Ramsey documents contained within the GovDocs application (i[document conversion is necessat7, turn -around time will be up to 48 hours) · 48-hoot torn arouud on the addition of entirely new docmnents (new versions or issues receive a 2-hour turllal'Otllld) or IlCW docalnellt categories Document Conversion · Conversion ofNewslci'ter (I), Conncil Minutes (2) and Agenda [,ackets (2) each month into PDF for a set fee · Low cost conversion of additional documents on a fee -per4ocument basis based on the Supplemental Pricing List · 48-hour maximnm mm around on document conversion i% typical docmnents Govl)0cs Responsibilities GovDocs will provide: 1. Al lofthe services outlined above 2. Quarterly traffic reports to quantify the use of the City of Ramsey documents contained in the GovDocs application 3. One point ofcoatact for City of Ramsey staff 4. Regt. hn' upgrades i,o technology consistent with the latest browser and Adobe Acrobat requirements City of Ramsev Responsibilities The City of Ramsey is responsible to provide: 1. One designated project leader who call coordinate the project with GovDocs 2. A Iisi' of Cii,y of Ramsey staff members who are approved to update or add documents 3. Regt, lar updates ofdocmnents so that the City of Ramsey information in the GovDocs application is always up to date 4. The City of R. amsey's best efforts to promote the availability of documents on its website to its residents through promotions in its offices and through other medimns Govl)ocs Prol)osal 3 January I 1. 2001 . -365-