CITY OF CHULA VISTA
Records and Information Management
Procedure for Saving Official Records to Laserfiche
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1 1. Purpose
The purpose of this procedure is to describe the steps to scan, import, upload, and save official City Records into Laserfiche, the City’s trusted repository. Documents that have not been finalized, or that otherwise do not meet the criteria for official City Records, are not to be moved into Laserfiche.
2. Scope
This procedure applies to elected officials, employees, Council-appointed board, commission, and committee members, contractors, consultants, and volunteers, who are acting on behalf of the City and have access to, use of, or are involved in the creation, maintenance or storage of the City’s Records, information , and electronic communication and who f ile official City Records into Laserfiche.
3. Definitions
City Records (“Records”) are:
Defined specifically in applicable statutes, Municipal Code, City business practices, or
In the absence of a specific legal definition, the document or information generated as the final output of a City business process or business decision, and In any format, either physical or electronic, structured or unstructured
4. Procedure
Identify the following information before beginning:
The repository or department file plan to receive the Records The appropriate record category
The required metadata, as well as any optional metadata, for the record category you will be using
If you are unsure about the repository or f ile plan, the record category , or what metadata is required, contact the City Clerk’s office for assistance before beginning.
4.1. Scanning paper Records into Laserfiche:
i) Prepare documents (i.e., remove paperclips, make sure pages are facing all the same way, etc.).
ii) Follow departmental procedures for accessing Laserfiche and using the scan functions.
Attachment 2
CITY OF CHULA VISTA
Records and Information Management
Procedure for Saving Official Records to Laserfiche
____________________________________________________________________________________________________________________
2 iii) Scan one type of document at a time (e.g., all Resolutions, all Ordinances, all Minutes, etc.).
iv) If scanning in multiple Records of the same type at the same time, they will need to be split apart; follow Laserfiche scanning procedures to separate them. v) Before moving to the next step perform quality checks to be certain all pages have scanned correctly ; rescan any Records that do not meet quality assurance criteria ; ensure both sides of two-sided documents are scanned.
vi) Select the appropriate template for the record category from the dropdown list in the Document Properties pane; the metadata fields for that record category will appear on the right of the screen in the Document Properties pane. vii) Enter values for ALL required metadata field s; enter values in optional fields if you can.
viii) Once all metadata required values have been entered, right-click the document in the Revision pane and click Store or click Store at the b ottom of the Document Properties pane. The document will be moved to its respective folder in the repository.
4.2. Uploading and saving electronic Records into Laserfiche:
i) From within the application (e.g., Word, Excel, etc.) select the Print option. ii) For the printer, select “Laserfiche Snapshot.”
iii) Select the appropriate repository and log in.
iv) Select the appropriate template for the record category from the dropdown list in the Document Properties pane; the metadata fields for that record category will appear on the right of the screen in the Document Properties pane. v) Enter values for ALL required metadata fields; enter values in optional fields if you can.
vi) Once all metadata required values have been entered, click Store at the bottom of the Document Properties pane. The document will be moved to its respective folder in the repository.
4.3. Importing Records into Laserfiche:
i) You must be logged into the Laserfiche repository and file plan into which you want to import the record.
ii) From Laserfiche, click the “Import” icon on top ribbon of screen. iii) The “Import File” screen will appear. Choose file location of the record to import , highlight the document and click the “Import” button.
iv) “Import to Laserfiche” screen will appear. Click the “Fields” tab where you will see a dropdown menu of templates.
CITY OF CHULA VISTA
Records and Information Management
Procedure for Saving Official Records to Laserfiche
____________________________________________________________________________________________________________________
3 v) Choose the appropriate template, then click “ok.” The metadata fields for that template will appear.
vi) Enter values for ALL required metadata fields; enter values in optional fields if you can.
vii) Click “ok.” The document will then be sent to its assigned folder.