HomeMy WebLinkAboutAGENDA REPORT 1991 1204 CC REG ITEM 08F _ ITEM ' F
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\`iV eMOORPARK
799 Moorpark Avenue Moorpark, California 93021 (805) 529.6864
MEMORANDUM
TO: The Honorable City Council
FROM: Lillian E. Kellerman, City Clerk
DATE: November 22, 1991
SUBJECT: CONSIDER AUTHORIZING CONTRACTUAL AGREEMENT WITH DECISION
MANAGEMENT COMPANY FOR DOCUMENT IMAGING AND TEXT
PROCESSING SYSTEM
BACKGROUND
® At its September 18, 1991 meeting, the Council authorized
solicitation of responses to the City's request for proposals (RFP)
for an optical disk information management system. Subsequent to
that action, a detailed RFP was developed and public notice of the
RFP was published in the Moorpark News Mirror. In addition, the
below listed providers of optical systems were mailed copies of the
RFP and invited to respond:
Munimetrix Systems Corporation •
Asbuilt Information Systems
Decision Management Company
PI Technology, Inc.
Lodestar Systems
Responses to the RFP were received from Munimetrix Systems
Corporation and Decision Management Company. Munimetrix is the
producer of the Clerk's Index used by the City for legislative
history, tracking insurance, agreements, deeds and easements, etc. ,
and Decision Management Company is the company which supplied the
Upland City Optical Disk system for which the City of Upland won
the City Clerks Association of California President's Award for
Excellence in Records Management and the National William Olston
Distinguished Achievement Award.
110
•
PAUL W. LAWRASON JR. BERNARDO M. PEREZ SCOTT MONTGOMERY ROY E. TALLEY JR. JOHN E. WOZNIAK
Mayor Mayor Pro Tem Canncil,nember Councilmember Councilmember
•
Staff Report -- Optical
411 Page 2
November 22, 1991
Analysis of the responses:
CRITERIA DECISION MANAGEMENT MUNIMETRIX
Price $69, 838 $75,842
(includes 10%
governmental
discount on the
hardware and
software of $5, 039)
Hardware Exceeds RFP As specified in
specification: RFP:
File Server
80486 processor 08386 processor
Input/Review
Station
80486 processor 80386 processor
411 Hard Drive
120 MB 44 MB
Optical Drive
Winchers emulation Winchers emulation
hardware solution software
(boards and
additional
microcomputer to
function as an
image server) .
Printer Server_
Additional
microcomputer to
act as printer
server
Source Code Escrow Escrow of City's $1, 000 fee plus
choice attorney's costs
(additional to
price proposed)
Staff Report - Optical
Page 3
November 22 , 1991
CRITERIA DECISION MANAGEMENT MUNIMETRIX
Interface with Interface would Seamless interface
Clerk's Index require additional (the two software
programming not applications
covered by the fuctioning as one
proposal and would program)
work in separate
"windows" on
screen.
Guarantee/Warrantee One year on 30 days
software.
Extend 1 year
Manufacturers '
warranties on
hardware
Maintenance Annual Software
$1,997 $3, 600
411
Additional
Programming
Available Available
$72 .00 - $100. 00/hr $75. 00 - $110. 00/hr
time:
Training $3 ,200 for 40 hrs $2 , 070 for 16 hrs
on site (3 on site (class of
trainees) 10)
Future Expansion Modular design Modular design
allows allows
Speed Scanning
5 secs/page 5 secs/page
OCR
5 - 15 secs/page 30 - 60 secs/page
Search
Full text search: Typical speed 15
1/2 sec per word seconds, longer for
in search more complex
specification searches
Relational database
will not exceed 15
SECS
411
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Staff Report - Optical
411 Page 4
November 22, 1991
CRITERIA DECISION MANAGEMENT MUNIMETRIX
Proven Governmental City of Upland - City of Los Angeles
Use City Clerk's Office Department of Water
City of Long and Power
Beach - litigation
support,
engineering,
construction and
operation of solid
waste reprocessing
facility documents
The purchase of the optical system will be handled through a
leasing company on a 60 month lease/purchase program whereby the
City will own the equipment at the end of the lease period. The
monthly lease payment will be approximately $1,560 on a $69,838
purchase price. Decision Management indicates that they will
advance the initial lease payment, the first and last month's
payment, to the City until after the standard of performance period
410 (at the end of which period the City would reimburse Decision
Managment) . The standard of performance consists of system
operating performance of at least 95% for 30 consecutive days. The
system is not considered accepted by the City until the standard of
performance is met.
Assuming a late January installation, the appropriation needed for
the balance of the fiscal year for the lease/purchase is as
follows:
Initial payment (1st & last month's payment) $3, 121.76
Five lease payments of $1560.88 (February - June) $7,804.40
20% Contingency $2 , 185.23
TOTAL $13 , 111. 39
An amount for software maintenance is not included nor needed for
fiscal year 1991/92 as software maintenance is covered under
warrantee for a period of one year. In addition, the cost of
training is included in the total price of the system and therefore
is reflected in the lease payment amounts.
As information burgeons, its management is becoming critical for
both governmental agencies and private industry. Both the Decision
Management and Munimetrix systems are viable options in meeting the
City's present and future information management requirements.
Both systems will provide safety, reduced cost for storage and
retrieval, and the increased productivity provided by almost
Staff Report - Optical
411 Page 5
November 22, 1991
instantaneous access to needed records/information. Analysis of
the specific criteria presented above, however, has determined that
the Decision Management system, because of its enhanced equipment
and speed, price, reduced software maintenance, and proven use in
city records management, is the preferred system.
STAFF RECOMMENDATION:
Authorize the staff to negotiate a contractual agreement with
Decision Management Corporation (DCM) to install a Document Imaging
and Text Processing System for a total purchase price not to exceed
$75,000 on a 60 month lease/purchase subject to the City Manager's
review and approval of the final language, authorize the City
Manager to sign, and appropriate $13, 111. 39 from General Fund
Reserve for the Lease/Purchase for FY1991/92.
reports/112191
410
Attachments:
1. CCAC President's Award of Distinction
2 . DCM - Financing
3 . DCM - Supplement to Specifications
4 . Munimetrix - pricing and terms
4
• CCAC PRESIDENT'S AWARD OF DISTINCTION
CITY OF UPLAND - NOMINATED FOR
EXPERTISE IN RECORDS MANAGEMENT
PROJECT
Since its incorporation in 1906, the City of Upland has not had a system to provide
for the retention and destruction of paper records, and over theears the volume
of paper has grown faster than the City could accommodate. With floor space at a
premium, combined with length of time it took to research information, it became
very apparent that the City needed a records management system that could be
applied City-wide.
A Committee, chaired by the City Clerk, was formed to explore all facets of
records management. The goals and objectives of the committee were to evaluate
and recommend solutions to the problems. The committee looked at the type of
records being created, available storage areas, destruction practices, filming media
• and disaster protection.
After eight months of intensive review, the committee recommended
• implementation of a Uniform Filing System for active office records and optical
disk as the filming medium. A subject based system was designed using a
combination of alpha-numeric codes, and a manual for implementation was
written.
A Records Center was designed and built at a very minimal cost to accommodate
archivedaper records and original engineering drawings in the basement of an
unused City facility. A manual for the transfer and storage of records was created.
Records inventory, retention schedule and subsequent destruction have been
achieved in many departments.
A major component of the records management system is the imaging system
(optical disk) which was purchased in the summer of 1990. Section 34090.5 of the
Government Code was amended in January of 1990 to recognize optical disk
utilizing Write Once,Read Many (WORM) system as a permanent and legitimate
means of storing paper records. The imaging system is networked to each
department and a jukebox is utilized to allow all departments access to records
which have been scanned into the computer's data base. The optical disk system
chosen by the City automatically indexes all words, providing complete flexibility
and speed in the retrieval of documents.
Entry level clerical staff scan either single or double sided documents of letter,
legal or check size and convert the data to optical character recognition at one
scanning station. The operation is monitored on a 19 inch high-resolution
terminal. The data is then burned into the WORM drive and indexed for ease of
retrieval. The system is referred to as a"one-day system"because as soon as the
f,.gy,
document is scanned and indexed, the information is immediately accessible with
no additional processing required. The system operates on a modified 386
personal computer.
As indicated, the system automatically indexes every word in the document
without operators assistance, eliminating the need for clerical interpretation in
devising key retrieval words. The more search words used, the faster and more
direct retrieval process. A choice can be made to either look at specific documents
or pursue the files, one page after the other. The operator or any individual
accessing the data base has the choice of printing the document on a laser printer.
The amazing speed at which the data is available sets our system apart from other
records storage and retrieval systems. The average retrieval time for a document
is 3.5 seconds.
The City's first networking system was installed in concert with the optical disk.
Access is provided to every department, and information of a sensitive nature is
controlled by the use of a series of passwords, all within a matter of seconds.
The City's policy requires that the operator back up all dailywork on a tape
system and on an additional opticaldiskwhich is stored of -site for disaster
recovery purposes.
On February 28, 1990, our commitment to implement a complete records
management system was drastically accelerated by a 5.5 magnitude earthquake.
When the trembling stopped, staff realized the important role documents play in
how we conduct our daily business. Disaster recovery became the driving force
which accelerated the process to protect our City's history and future.
4110
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
• 8.0 FINANCING
Hardware and software
Hardware $39,319
Software $11,071
Base price $50,390
Discount ($5,039)
Subtotal $45,351
California Sales Tax $3,855
Total purchase price for hardware and software $49,206
Labor
Integration, installation and testing $17,432
Training (40 hours) $3,200
• Total system price $69,838
Initial payment $3,121.76
Monthly lease/purchase payment $1,560.88
Copy of the lease agreement is included in Appendix 3.
NOTE 1: Quoted price reflects several upgrades to equipment shown in the Minimum
Hardware Specifications section of the RFP.
NOTE 2: Replacement of Fujitsu 3093E with CDP-9000 scanner would add $15,190 to the
total system price.
NOTE 3: Monthly payment may undergo a slight revision due to fluctuation of interest
rates between the date of this proposal and the date of the Lease Agreement.
This proposal is submitted by: Decision Management Company, Inc.
23121 La Cadena Drive
Laguna Hills, CA 92653-1421
714/855-6885
•
or OP
Signature: digtrie• "eta
jin Hadzi-Pavlovic, President
Page 20i
dentota6remtiezt
PROPOSAL TO INSTALL DOCUMENT IMAGING&TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PARTS III-Y
V SUPPLEMENT TO SPECIFICATIONS
1 DMC understands that the City of Moorpark reserves the right to reject
any and all proposals for any reason including but not limited to
incomplete response to the RFP, previous failure to perform properly, or
complete in time, contracts of a similar nature, or the inability or
inexperience to perform such a contract satisfactorily.
2 DMC understands that applicable warranties will commence from the
date completed unit is accepted by the City of Moorpark in operational
condition. The terms of warranty are included in Appendix 4.
3 Prices quoted include delivery and assembly to City of Moorpark and
installation at Moorpark City Hall at 799 Moorpark Avenue, Moorpark,
CA 93063.
4 DMC proposal includes full descriptive data, including make, model
specifications, general drawings and other applicable information on the
item(s) propose to the City.
• 5 A list of references including names, addresses and telephone numbers, of
organizations who have purchased, installed and implemented or similar
systems similar to that described herein is included in Appendix 5.
6 DMC understands that the City, at its option, may require an on-site
demonstration of the document imaging and text processing system at
Moorpark City Hall.
7 DMC understands that the City of Moorpark will be the sole judge as to
whether an item is an approved equal.
8 DMC will deliver the proposed system to the City of Moorpark within 30
to 60 days from the award of the contract. The timeframe between early
and late delivery data was established to provide for potential late
deliveries to DMC. DMC understands that its failure to meet the delivery
date specified, will result in possible cancellation of the contract.
However, DMC shall not be held responsible for delays and other events
caused by the Force Majeure.
•
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V. PRICING AND TERMS
The list price for the LaserFiche system proposed for the City of
Moorpark is as follows:
1 4300-FS Advanced File Server $ 32, 825
1 4012-NC Standard Network Core Station 29,054
2 4000-LFR Review Station Licenses 1,000
2 Upgrades for existing PC's to LAN's 850
Total Estimated System Cost $ 63,729
Assembly (in-house) 3, 040
Installation (on-site) 3, 040
Installation expenses (on-site) 140
Training (on-site) 2, 000
Training expenses (on-site) 70
Total Professional Services $ 8,290
Total Estimated Price 72, 019
Please see next page regarding special FINANCING per City's
request:
410 Munimetrix generally requires a 25% down payment when the order is
placed, with 55% due upon delivery and the remaining 20%, plus
shipping and installation fees, due immediately following
installation. All prices are valid for 60 days, and all terms are
net 10 days. There is a 30-day lead time between receipt of your
order and system installation.
Professional services will be billed, based on the following hourly
rates:
Principal Consultant $ 110/hour
Senior Programmer $ 95/hour
Senior Systems Engineer $ 95/hour
Programmer $ 75/hour
Systems Engineer $ 75/hour
Professional services and related expenses will be billed as
incurred on a weekly basis.
13-2
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8. 0 FINANCING
8.1 Financing to be provided on a 60 month lease/purchase.
Net base price $ 72, 019.00
GSA discount, if any $ 0
Tax, California Sales $ 3,823 .74
Total purchase price $ 75,842 .74
Initial Payment $ 3,217. 14
Monthly lease/purchase payment $ 1, 608.57
Company Name: Chrysler Systems Leasing Inc.
Address: 15303 Ventura Blvd. Suite 900
City/State: Sherman Oaks, CA 91403
Telephone: 818/501-8181
Contact: Robert Keegan
LaserFiche systems may be leased on a non-cancelable basis for 12
to 60 months. Lease payments vary with the term selected and
410 prevailing interest rates. First and last months lease payments
are due upon signing the lease agreement. The monthly rates above
are as of the date of this Proposal.
Due to the short response time for this Proposal, we have not
enclosed a copy of an Agreement for your review.
13-3
Decision management Company, Inc.
23121 La Cadena Drive • Suites H and I • Laguna Hills,California 92653 it 714/855-6885 ■ Telex 703562
November 8, 1991
Ms. Lillian E. Kellerman, City Clerk
City of Moorpark
City Hall
799 Moorpark Avenue
Moorpark, CA 93021
Dear Ms. Kellerman:
Decision Management Company, Inc. (DMC) takes pleasure in submitting this proposal
in response to the City of Moorpark (City) Request for Proposal for Document Imaging
and Text Processing System. The proposal is responsive to your Request for Proposals
dated October 30, 1991, and, it is written in format similar to that of the RFP.
DMC offers to install at the Moorpark City Hall the award-winning Questys Text and
Image Management System described in this proposal, to train City's personnel, and to
deliver other goods and services identified herein for the fixed price of $69,838. This
price includes a ten percent (10%) discount and is inclusive of sales and use tax. Bid
price shall be held firm for 60 days from the date of bid opening, and the system will be
delivered to the City of Moorpark within 30 to 60 days of the award of the contract.
DMC wishes to note that equipment specified in this proposal includes several upgrades.
Should the City prefer to install equipment listed in part II of the RFP, Hardware
Requirements- Minimum Specifications, the total price of the system would be reduced.
DMC wishes to thank the City of Moorpark for this opportunity, and to assure the bid
evaluation board that Questys is ideally suited to the needs of the City. We hope you will
find this proposal adequate to your needs, and we look forward to gaining yet another
satisfied client.
Very truly yours,
AA dest:e
ojin Hadzi-Pavlovic
President
Enclosure
EXHIBIT B
PROPOSAL TO INSTALL
DOCUMENT IMAGING
AND TEXT PROCESSING SYSTEM
AT CITY OF MOORPARK
SUBMITTED BY
Decision Management Company, Inc.
November 7, 1991
•
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
TABLE OF CONTENTS
PART I GENERAL SPECIFICATIONS
INTRODUCTION 1
1.0 SYSTEM DESCRIPTION 2
2.0 FUNCTIONAL ATTRIBUTES OF QUESTYS 3
3.0 INSTALLATION 18
4.0 TRAINING 18
5.0 DOCUMENTATION 18
6.0 DMC RESPONSIBILITIES 19
7.0 SUMMARY OF DELIVERABLES 19
8.0 FINANCING 20
PART II MINIMUM HARDWARE SPECIFICATION
PART III OPTIONS
PART IV STANDARDS OF PERFORMANCE
PART V SUPPLEMENT TO SPECIFICATION
APPENDICES
1 SYSTEM CONFIGURATION
2 PERFORMANCE SPECIFICATION
3 LEASE AGREEMENT
4 SOFTWARE AND HARDWARE WARRANTY
5 REFERENCES
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
PART I
GENERAL SPECIFICATIONS
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
INTRODUCTION
Decision Management Company, Inc. (DMC) takes pleasure in submitting this proposal in
response to the City of Moorpark (City) Request for Proposal for Document Imaging and Text
Processing System. DMC understands the RFP contains performance specification, and
that City desires to purchase a systems based upon information and data presented therein on a
basis of a total turn-key performance contract. DMC offers to design, furnish and install
equipment and software comprising a complete Document Imaging and Text Processing
System whose capabilities meet the intent of City's specification, train City personnel and
provide other requisite services defined herein for the fixed price of$69,838. The system will be
delivered and installed within a period of 30 to 60 days from the award of the contract.
DMC proposes to install at offices of the City Clerk the award-winning Questys Text & Image
Management System. Briefly, Questys is an integrated records management and transactions
processing system capable of inputting, processing, storing, retrieving and outputting millions
of pages of documents on a PC. Its most important features include the following:
• Questys offers both software-based and hardware-based solutions to records
management and transactions processing. The two solutions are fully compatible
and provide a spectrum of price-performance characteristics capable of meeting the
requirements and budgetary constraints of virtually any organization.
' Questys provides for both manual and automated indexing of image files.
Because automated indexing is performed without operators assistance, Questys will
increase system throughput while reducing operating cost by a significant margin,
conceivably by as much as 50%.
• Questys is able to retrieve records through search of structured fields within
the database and by means of search of the full text of documents contained in
database records. This feature increases user's ability to locate requisite records by a
significant margin, while decreasing the cost of system operation.
a The speed of search offered by Questys cannot be matched by any other PC-
based system. Using standard PC equipment, the system will find a record in a
database containing millions of records in less than one second per search request.
a The modular design of Questys allows for easy expansion of the system as the
needs of a client grow. The software-based imaging provides for economical
system expansion: client can use his existing equipment or add workstations and
servers at a low incremental cost.
DMC wishes to thank the City of Moorpark for this opportunity, and to assure the bid
evaluation board that Questys is ideally suited to the needs of the City. This assertion is
founded upon facts: the City of Upland, the first user of Questys, received two prestigious
awards, the City Clerk Association of California President's Award for excellence in
records management and the national William Olston Distinguished Achievement
Award.
Page 1
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
1.0 SYSTEM DESCRIPTION
DMC's offer to provide goods and services sought by the City of Moorpark begins with a
description of the proposed system and explanation of its functions and features. To facilitate
review of the proposal, the remainder of the document is organized in a similar manner as the
City's RFP. In other words, Section 2.1 of the proposal recites DMC responses to
requirements defined in Section 2.1 of the RFP, Section 2.2 of corresponds to Section 2.2 of the
RFP, and so on. Additionally, DMC has endeavored to use the wording from the RFP to the
greatest extent possible, and thus enhance clarity of responses to RFP requirements. Areas of
proposal in which text of DMC's responses differs substantially from the RFP are highlighted
for easy identification.
1.1 Configuration of System Hardware
DMC proposes to install a system shown in Appendix 1 and outlined below.
A Network Manager/Database File Server Station
The Network Manager/Database File Server station will consist of the following
components:
a. Central processing unit
One(1) 80486 processor(33 Mhz clock)
Sixteen(16) Mb of 70 ns RAM
Two (2) Maxtore XT760S hard disks(760 Mb capacity, 16 ms AST)
Two (2) SCSI hard disk controller
One(1) video controller
One(1)parallel and one(1) serial port
One(1) 101-key enhanced keyboard
One(1) L2 Mb 5 1/4" floppy disk drive
One (1) 16-bit Ethernet card
DMC notes that dual hard disk drives have been included in order to create
redundancy and maximize fail-safe system operation.
b. Peripheral equipment
One(1) 14"monochrome monitor(resolution of 720 x 348 or better)
One(1) 150 Mb external streeming tape backup unit
One(1) 520 VA(or better) UPS
Network cabling,connectors and terminators
Page 2
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
B Input/Review Workstation
The system workstation will consist of the following components:
a. Central processing unit
One(1) 80486 processor(33 Mhz clock)
Four(4) Mb of 70 ns RAM
One(1) hard disk(120 Mb capacity)
One(1) SCSI hard disk controller
One(1) set of high resolution imaging boards
One(1) image compression/decompression card
One(1) parallel and one(1) serial port
One(1) 101-key enhanced keyboard
One(1) 1.2 Mb 5 1/4" floppy disk drive
One(1) 1.4 Mb 3 1/2" floppy disk drive
One(1) high speed scanner/printer interface
One(1) 16-bit Ethernet card
b. Peripheral equipment
One(1) 19", 150 dpi(1648 x 2048) high resolution monitor
One(1) of the following scanners:
• Fujitsu 3093E
• Calera CDP-9000
Network cabling,connectors and terminators
C Image File Server Station
The image file server station will consist of the following components:
a. Central processing unit
One(1) 80386 processor(16 Mhz clock)
One(I) Mb of RAM
One(1) hard disk(40 Mb capacity)
One(1) SCSI hard disk/WORM controller
One(1) video controller
One (1) parallel and one(1) serial port
One(1) 101-key enhanced keyboard
One(1) 1.2 Mb 5 1/4" floppy disk drive
Page 3
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
b. Peripheral equipment
One(1) 14"monochrome monitor(resolution of 720 x 348 or better)
Two (2) 940 Mb, 5 1/4" Reflection Systems(Plasmon)external WORM drives
Network cabling, connectors and terminators
D Performance characteristics of major peripherals
Fujitsu 3093E scanner
Resolution 200, 240, 300 and 400 dpi
Gray scale 64 steps
Scanning speed 25 pages per minute
Document size 5.8 x 8.3 to 8.5 x 14 inches
Document feeding Flatbed and automatic
Calera CDP-9000 scanner/OCR engine
Resolution 300 dpi
Scanning speed 17 pages per minute
Document size 5 x 8 to 8.5 x 14 inches
Document feeding Automatic
OCR speed Up to 300 CPS
Reflection Systems optical disk drive
Cartridge dimensions 5.25 inches
Cartridge capacity 940 megabytes
Access time, track to track 1 millisecond
Access time, average 90 milliseconds
Mean time between failure 8,000 to 20,000 hours
Media life expectancy 50 years
E Miscellaneous components
DMC will provide all equipment and labor necessary to incorporate into the system
two client-supplied PC's and a network printer(Hewlett Packard Laserjet IID).
Capabilities of the proposed system are outlined in the following section.
Page 4
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
1.2 Design Objectives
Questys is an integrated text and image document management system capable of organizing
and storing large quantities of information into an intelligent database. Through advanced
data acquisition processes, hard copy documents, microfilm, microfiche and electronic media
files are scanned into the system as images and stored on mass media devices. Images are
translated into standard ASCII text files by means of optical character recognition (OCR),
processed through Questys automatic indexing system and entered into the database. The
database can be searched on an "any word" basis. Text and image files found during a search
can be retrieved simultaneously from several workstations and output on a screen or a laser
printer without degradation in quality.
Objectives set forth by the system manufacturer for Questys were to achieve the highest
standards of excellence in all phases of transactions processing and records management.
These included:
1 Scanning excellent quality images
2 Leading the industry in optical character recognition
3 Reducing cost of operating the system
4 Leading the industry in retrieval speed and accuracy
5 Outputting authentic copies of original documents
Performance characteristics of Questys against these five objectives are outlined below.
Objective 1: Capture an Excellent Quality Image
Because quality image is important, Questys features the most advanced and versatile scanners
available in the marketplace. A single scanning workstation is capable of processing up to
10,000 pages in an eight-hour day. Questys image scanners feature:
Resolution 100 to 1,600 dpi
Gray scale 64 steps
Scanning speed 25 pages per minute
Document size 5.8 x 8.3 to 11.7 x 17 inches
Document feeding Flatbed and automatic
For users whose needs include higher volume of documents, large size drawings and
micromedia, appropriate scanners are integrated into the system.
Page 5
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
Objective 2: Be the Superstar in OCR
Questys is the industry leader in optical character recognition. It features top-of-the-line OCR
equipment and software-based systems offering excellent recognition speed and accuracy at a
fraction of the cost. Performance of Questys OCR subsystems is outstanding, indeed:
Fonts Font-independent
Characters International set
Non-standard symbols System is trainable
Point size 6 to 24 points
Character pitch Proportional and fixed
Line spacing Unlimited
Page layout Complex layouts&forms
Page orientation Portrait and landscape
Paper quality Most originals&good copies
Image resolution 300/400 dpi; User selectable
Recognition speed Up to 350 characters/second
Recognition quality Up to 99.99%
Objective 3: Minimize System Operating Costs
Questys requires minimum assistance of an operator. Following optical character recognition,
text files are read by the system and an exhaustive index of key words is created automatically.
This feature reduces operating costs by a significant margin, often by as much as 50%.
Text and image files are stored automatically on optical, magneto-optical or magnetic media.
Questys mass storage devices feature the following performance characteristics:
Cartridge dimensions 5.25 to 12 inches
Cartridge capacity 650 to 6,550 megabytes
Optical library capacity 10 to 328 gigabytes
Access time, track to track 1 millisecond
Disk exchange time 5 to 12 seconds
Mean time between failure 8,000 to 20,000 hours
Media life expectancy 50 to over 100 years
Objective 4: Find a Needle in a Haystack Quickly
Productivity begins with search for relevant fact: information necessary to understand the task
at hand and to make informed, prudent decisions. Required information is there -- buried in
massive volumes of paper, microfilm and diverse electronic media like a needle in a haystack.
Page 6
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
But, how does one search large haystacks of data for the proverbial needle of relevant fact?
Simple:just type one or more words appropriate to the subject of interest, and the system will
locate all the facts you need in a second or two! The Query station features:
Average search speed Less than 1 second
Search format Free text and structured fields
Search operators Logical, relational &proximity
Wild card characters Yes
Data display formats Text or image
Image manipulation Rotate, zoom, scroll&pan
Application windows Several(user-selectable)
Imaging terminal High resolution, VGA and WA
Image resolution Up to 300 dpi
Objective 5: Reproduce Images Authentically
If you prefer to review a hard copy document, a high speed text and image printer will provide
all the copies you need at a touch of a button. The system will print authentic reproduction of
a document, virtually of the same quality as the original. Questys Printer Server features:
Paper size 8.5 x 11 to 8.5 x 14 inches
Paper weight 16 to 24 pounds
Paper type Plain bond
Printing speed 6 to 8 pgs/min. (text &image)
Resolution 300 dpi
Noise level Less than 70 Db
Accessibility From all LAN workstations
For users requiring higher volume of output or larger paper size, alternate printers are
integrated into the system.
1.3 Cost and Performance
Questys differs from other imaging systems in several ways. However, the two most important
differences are that Questys offers increased capabilities at a lower cost.
Cost Savings Provided by Questys
The largest component of the cost of operating an imaging system is that associated with
indexing. The cost of indexing a form containing some ten fields varies between 10 and 50
cents. The cost of indexing of a document containing text, such as letters, reports and the like,
varies between $2 and $5. Multiplication of these unit costs by millions of records indicates
that manual indexing is an expensive operation indeed.
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
Today, there is a way to minimize recurring costs associated with system operation. Due to
advances in OCR technology, OCR systems are now able to recognize characters from most
typewritten and typeset documents automatically. In other words, a user can now put a
documents into a scanner and obtain both images and text contained in it. In addition,
Questys includes automatic indexing algorithms, and it can prepare data retrieval indices with a
minimum operator assistance. Therefor, one can now create indices of OCR'd documents for a
fraction of the cost of manual indexing. Because system operating costs are time dependent,
the overall cost savings possible with Questys exceed by a large margin the cost of the system
itself. Also, the cumulative cost associated with a purchase and operation of Questys is a
miniscule fraction of the total cost associated with purchase and operation of an imaging
system based on manual indexing.
Increased Capabilities Available with Questys
DMC believes that technical performance specifications provided earlier clearly establish the
fact that Questys capabilities are either superior or equal to those of other imaging systems. It
should noted, however, that Questys automatic indexing feature offers an additional benefit --
more reliable indices and, consequently, more precise and faster retrieval of records. Manual
indexing is a boring and ungratifying job. It entails review of mountains of paper,
comprehension of contents of each document, and selection of keywords which best summarize
relevant subjects. In contrast, with Questys documents are indexed automatically, without
operator's assistance. These two approaches yield several important differences concerning
the quality of the data retrieval index and accuracy of retrieval:
a. Bias
` Manual indexing involves interpretation of what is important and relevant.
Consequently, the keyword index reflects each individual's bias', abilities and
experience.
a Automated indexing is always unbiased.
b. Completeness
a Manual index of full-text documents, such as letters, reports and the like, contains
a tiny fraction of the total number of words contained in such documents. The
ratio of indexed words (keywords) to total number of words in a document rarely
exceeds two percent.
Automated index contains all meaningful words from a document (excluding
common words).
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
c. flexibility
a Updating of a manual index is extremely expensive. Once the keywords are
selected, the index is "cast in concrete". If, at a later time, a user determines that
additional keywords are required, re-indexing will be either impossible of
prohibitively costly.
' Because automated index contains all meaningful words, its revision is never
required. User will be able to research any subject of interest at any point in time.
d. Retrieval Rate
• The rate of retrieval possible with a manual index rarely exceeds 20%. In other
words, focussed searches will retrieve one out of five documents containing
information sought by a user. This performance is clearly inappropriate, and it
may lead to disastrous outcomes.
a The rate of retrieval possible with automated indices approaches 100 percent.
Even in cases where optical character recognition was less than perfect, the system
will retrieve nineteen out of twenty relevant records.
Automated indexing is clearly a superior solution. In terms of both cost and performance
Questys is the intelligent choice.
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
2.0 FUNCTIONAL ATTRIBUTES OF QUESTYS
2.1 GENERAL
2.1.1 DMC will furnish Document Imaging and Text Processing System software and
hardware to control the optical scanning. Through the scanning process the
system will convert physical documents to an electronic images. Scanning will be
accomplished by means of Fujitsu 3093E scanner. The proposed scanner
(see Appendix 2) will meet the requirement for maximum acceptable
scanning time of 5 seconds per page in a production environment. The
system capabilities will include and not be limited to:
• Scanning both letter and legal size documents
• Single and multiple page feeding
• Portrait and landscape oriented scanning
• Image and text scanning in a single pass
• Maximum scanning time 5 seconds per page
• Scanning of double-sided documents
• Scanning of line graphics (text and charts) and photographs
2.1.2 DMC will furnish Document Imaging and Text Processing System software and
hardware to create both ASCII text and graphic image files. Each document page
will have both a graphic image file and an ASCII text file generated as a result of
scanning and optical character recognition. The files will be correlated with one
another to provide verification of text files by reviewing image files of the original
document. DMC will provide editing capability through a split screen providing
the editor with a view of the original document image in one portion of the screen
as the document ASCII text file is edited in the remaining portion of the screen.
As an option, DMC can also provide an interface with City's word
processing system.
2.1.3 DMC will furnish Document Imaging and Text Processing System software and
hardware to control image file compression and text and image file storage.
(Compression of text files is unnecessary and counterproductive). Text and
image files for a minimum of 300,000 pages of Legislative History will be initially
incorporated into the Document Imaging and Text Processing System in a manner
that will allow character searches on "any-word" basis on all available
documents and text/image file retrieval. Although the system will initially support
300,000 pages, it is expected that it will grow into a city wide production system
with unlimited, expandable, storage requirements. All image files will be
compressed prior to on-line storage to provide maximum storage capacity and
minimal hardware storage requirements. File compression will also allow for
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK•PART I
quicker file transfers. Storage capability for the Document Imaging and Text
Processing System must be designed to allow future growth without degradation
of system performance.
The City of Moorpark specified in part H of the RFP that text and image
files be stored on dual external 5 1/4" WORM drives. Optical cartridges
used in these drives provide 940 Mb of storage capacity, which is sufficient
for storage of 25,000 average text and image files per cartridge. DMC
notes that the two drive configuration will provide adequate space for
storage of unlimited number of documents, but that only 25,000 pages will
be on-line at any point in time. Should the City desire so, DMC can
configure the system with one external WORM drive and one 10 Gb
jukebox. This configuration would provide space for near-line storage of
some 300,000 pages, and the same on-line storage capacity as the two drive
configuration. DMC calls City's attention to the fact that the only
documents that will be truly on-line, are those stored on two active
WORM cartridges(those spinning in WORM drives).
DMC can also offer to the City a configuration with true on-line storage
for 300,000 documents. This configuration, however, requires multiple 12"
of 5 1/4 " WORM drives and, consequently, is more costly.
2.1.4 DMC will furnish Document Imaging and Text Processing System software and
hardware to perform character string searches within stored document data and
provide listings of all documents containing the indicated character strings.
Search of full text search will be accomplished in less than 1/2 second per
word in search specification. Search of records stored in a relational
database will not exceed 15 seconds. Search capabilities of the full text
database and relational database are defined in Appendix 1.
2.1.5 DMC will furnish Document Imaging and Text Processing System software and
hardware to control all retrieval and decompression of all document image and
text files for on-line review via network terminal and/or hard copy generation
following a character string search. Users will be capable of initiating hard copy
duplicates of original documents to be queued and printed on network printers.
Document(s) to be reviewed on network terminals or printed will be selected from
the list resulting from the character string search.
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
2.2 INTERFACE REQUIREMENTS
2.2.2 Hardware Interfaces
DMC understands that existing hardware includes two IBM PS/2 Model 70 VGA
graphics stations with 60 MB fixed drives and one HP Laserjet II-D printer. The
two PC's can be included into the system as search workstations, and HP printer
may be used for printing of text files. DMC will provide additional equipment as
necessary to meet requirements of the RFP.
2.2.3 The system can be interfaced with the City's present applications software and
data files including the Munimetrix legislative history and records management
system("Clerk's Index"). Once established, the interface capabilities between the
"Clerks Index" and the Document Imaging and Text Processing System would
include the following:
• Ability to link multiple images to a single Clerks Index item.
• Ability to retrieve multiple images when browsing a Clerks Index item.
• Ability to print multiple images when browsing a Clerks Index item.
The system described in this proposal will provide the three features sought
by the City through a fourth generation database management system
operating alongside Questys. However, an interface with the specific
software package running the current application is not included in the
system price.
DMC notes that interfacing of these two systems can be established if the
Clerk Index system has an application development language (ADL)
capable of communicating at the operating system level, if system
manufacturer provides such facilities, or if the source code is made
available to DMC. DMC has developed such an interface between Questys
with a fourth generation database manager having an ADL. The two
system operate simultaneously in separate CRT windows, exchange data
and, in general, appear as a part of the same seamless application. The
effort was completed within a period of two weeks and at a cost of less
than $10,000. DMC will prepare an estimate for developing a similar
interface with the Clerk Index system when requisite information
concerning that system becomes available.
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
2.2.4 User Interface
Access to the Document Imaging and Text Processing System will be menu driven.
All procedures required to access the Document Imaging and Text Processing
System other than selecting the menu option will be performed automatically and
will be transparent to the user. Access to various levels of data will be restricted by
a separate Document Imaging and Text Processing System security system.
2.3 SOFTWARE REQUIREMENTS - GENERAL
2.3.1 External File Importing Requirements
The Document Imaging and Text Processing System software will be capable of
accepting stored image and text files generated externally. Documents created by
word processors and other scanning devices will be capable of transferring directly
into the Document Imaging and Text Processing System for indexing and
inclusion into the Document Imaging and Text Processing System database.
2.3.2 Scanning Software Requirements
The image file produced by the scanning software will be the electronic graphic
duplication of the original document hard copy and will provide the Document
Imaging and Text Processing System the capability of printing duplicate document
hard copies. The image files produced from the scan that contain typewritten
or typeset text will be processed through the Optical Character Recognition
(OCR) software to create corresponding ASCII text files.
On average, the image capture software will be able to process some 15 pages
a minute. As a minimum, the software will process 10 pages per minute.
Required document orientation will include portrait and landscape with a page
skew of 2 degrees. The Document Imaging and Text Processing System will
support multiple scanner workstations operating concurrently.
The character recognition conversion will attempt to identify each characters
contained in the original document image and transcribe the same to the electronic
text file. This process will create files capable of being indexed word-for-word.
The proposed OCR package will recognize good quality documents at a
speed of more than 200 characters per second (5 to 15 seconds per page)
with a 95% error free recognition rate. My areas of uncertain conversion will
be flagged for review during the editing process. The OCR software is capable of
recognizing normal and proportional fonts as well as mono/proportional-spacing
and fixed/variable pitch. Document Imaging and Text Processing System OCR
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
software will be capable of processing single column, multiple column, multiple
column widths, and intermixed text/graphics. The user will have the option of
performing the conversion at the time the documents are scanned or at a later time
in a batch mode. The Document Imaging and Text Processing System will
support concurrent scanning, OCR and editing functions, string searches and
print functions.
2.3.3 Editing Software Requirements
The Document Imaging and Text Processing System editing software will provide
editing capability of the text document while viewing the image file on a split
screen to ensure that the original meaning or intent of the document has not been
altered. Areas of uncertainty flagged by the OCR software will be highlighted in
text files. In the event the City deems it important that areas of uncertainty
in both text and image files be highlighted, this feature can be made
available. However, this is not recommended because inclusion of that
feature will increase the duration of OCR process three to four times. The
editing software will not be able to alter the original image file. The Document
Imaging and Text Processing System software will be capable of generating an
"index card" and associating the card with the appropriate image file at the editors
request. Index cards may be requested in the event the image file does not contain
text, (i.e. technical drawings , charts , etc.) , or the OCR accuracy level is less than
95%. The "index card" will provide the text for the search and retrieval routines
within the Document Imaging and Text Processing System. As each text file is
verified and corrected, the file will be saved in its corrected form.
The system will also provide capability to create document bibliography --
an electronic "cover page" containing document identification code, title,
author(s), recipient(s), document abstract and other relevant summary
information, as well as to open file folders within which to store
documents. The contents of the cover page are indexed into the relational
database.
2.3.4 Search and Retrieval Software Requirements
The full text database search system will provide the capability to search for
words or groups of words within documents and provide the user with the
number of pages from all documents in the database which meet search
criteria. The user can then elect to view pages found, or to expand or
refine the results of the search by adding more words to the search
specification. The relational database search will result in a list of the
candidate documents containing the search string. Upon determining the
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
appropriate document, the user is then allowed to view an image of the document
and/or print a hard copy duplicate of the original document.
2.3.5 Search Software Requirement
Users will access the Document Imaging and Text Processing System search
software via network terminals to initiate any document searches. Once the
software has been initiated, the user will be prompted for the character string to be
found. The user will input word or words into a search specification via the
terminal keyboard. The software will then search the text file index for all
occurrences of the indicated search string within the text documents. The search is
performed by finding matches to the specified character string. The user will then
be allowed to select from the document list random documents for viewing either
the associated text or image file. Most searches will be completed within a
second or two. Because of the quick search time featured by Questys,
interruption of the search process is not necessary or practical. However,
users will be able to escape out of the search menu to the main menu at any
time.
As indicated earlier, Questys searches identify specific pages from all
documents stored in the database which contain words from the search
specification. The user has an option to view or print in either text or
image mode each of the pages found, all pages found, or any of the
documents containing these pages. To allow the user to focus immediately
on information of interest, all words from the search specification are
highlighted in text mode on both CRT and printed copy. This method
represents the quickest, most direct path to information sought by the user,
and it is far superior to retrieval form a list of a list of candidate
documents. Under the latter method, user is required to select one
candidate document at the time and review it a page at a time. Assuming
that an average document entails 25 pages, and that only two or three of
those contain relevant information, identification of relevant facts would
take at least ten times longer than under the method used by Questys. If
the City believes that citation of a list of candidate documents is required,
DMC will be prepared to include the same into the system.
2.3.6 Image File Retrieval Software Requirements
Document text and image files selected by the user from the candidate list will be
displayed at the user's terminal. The indicated text and image files will be retrieved
from on-line storage and sent to the requesting-user's terminal. Upon arrival, the
image file will be decompressed to allow for display on the terminal screen. At this
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
point, the user will verify that the document is or is not the desired document by
alternately viewing the text and the image files. The user will be able to print
displayed page, all pages found during search, or an entire document in
text or image format; zoom, pan and scroll; view search statistics and
bibliographies; and several other functions. A detailed list of these
functions is included in Appendix 2. The text file will be retrievable directly
into the City's word processing system (Word Perfect) and be compatible with
future upgrades of to the word processing system.
2.3.7 Document Printing Software Requirements
Document images selected for print will be sent to network printers, providing the
user with a hardcopy duplicate of the original document. The system will
provide several printing options for both text and image files (see
Appendix 2). Printing will be accomplished at a rate of four to six pages
per minute.
2.4 HARDWARE REQUIREMENTS - GENERAL
2.4.1 Scanner Requirements
DMC will install Fujitsu 3093E scanner capable of processing 8.5" x 11"
through 8.5" x 14" document sizes. Scanner will be equipped with both a
flat bed and an adjustable-width automatic sheet feeder with a capacity of
50 sheets. The proposed scanner is capable of processing more than 25
pages per minute(at 200 dpi). In a production environment, it will scan an
average of 15 pages per minute (at 300 dpi). The scanner will be connected
to a host computer, and that host will be connected to a local area
network.
2.4.2 System Host Requirements
The Document Imaging and Text Processing System host will reside as a node on
the local area network. All hardware required to connect to the network will be
the responsibility of the DMC. DMC understands that the City of Moorpark
currently uses IBM equipment (System/36, PS/2). The access to the system host
must be transparent to the PC network end user.
2.4.3 Printer Requirements
The Document Imaging and Text Processing System printers will reside on the
local area network. All hardware required to connect the printer to the network
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
will be the responsibility of the DMC. City of Moorpark -- currently uses 1 HP
LaserJet II-D printer. DMC understands that this printer will be available for
inclusion into the system.
2.4.4 Monitor Requirements
DMC will install a 19" high resolution monitor on the scanning station.
Search station will utilize existing City of Moorpark in-house computer
hardware resources for viewing stations. DMC understands that the City of
Moorpark currently uses standard 13" IBM VGA monitors, and that these will
be available for inclusion into the system.
2.4.5 File Storage Requirements
Provisions for file storage requirements are described in paragraph 2.1.3.
2.5 SYSTEM BACKUP AND ARCHIVAL REQUIREMENTS
The standard Questys is an archival system the purpose of which is to store and
safeguard records. As such the system does not allow removal of documents from
the database. As a result of this design, Questys database tends to become large
over the years. However, the size of the database does not affect system
performance, as the speed of search in Questys is constant: under 1/2 second per
word in search specification. In the event the City desires to have document
removal capability, DMC can provide an archival process to remove selected documents
that City of Moorpark feels are no longer necessary in the day-to-day operation of the
system.
DMC will provide system backup procedures for all text and image files. The backup will
be initiated by a system supervisor menu option and be performed automatically.
Nominal lapse time for backup is defined in Appendix 2.
2.6 SYSTEM SECURITY REQUIREMENTS
DMC will provide a security system for access to Document Imaging and Text Processing
data and functions. This system will insure the integrity and validity of the data within the
Document Imaging and Text Processing System. The security system will provide various
levels of access to restrict viewing data of a sensitive nature.
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• PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
3.0 INSTALLATION
3.1 DMC will provide on-site installation, including supervision, satisfactory to the City of
Moorpark. Person responsible for supervision will have the authority to commit DMC
contractually.
3.2 DMC's representative will be on-site until testing and acceptance and training is complete.
An acceptance test procedure and plan will be developed between the City of Moorpark
and the DMC to the satisfaction of the City.
4.0 TRAINING
4.1 The Document Imaging and Text Processing System software operation training will be
conducted at the City of Moorpark. DMC will provide training for the project team,
system supervisor, and scanning/editing workstation personnel. The training will be
conducted in a hands-on workshop format. While DMC believes that a total of
two days of training are sufficient, proposed price includes a total of five days of
assistance. If the City of Moorpark decides not to use this allotment, system price
will be reduced accordingly.
4.2 Training courses will be provided for three trainees and utilize Document Imaging and
Text Processing System manuals provided by the DMC. A simplistic Document Imaging
and Text Processing System user reference card will be made available by DMC to all end
users.
4.3 Each trainee will be provided with a personal copy of the Document Imaging and Text
Processing System manual which, upon completion of the training course, will become
property of the City of Moorpark.
5.0 DOCUMENTATION
5.1 DMC will provide the City of Moorpark with the following Document Imaging and Text
Processing System documentation:
• Document Imaging and Text Processing System Training Manuals
• Document Imaging and Text Processing System Manager Manuals
• Document Imaging and Text Processing System User Manuals
• OEM manuals for all hardware
Because Questys is user-friendly and simple to use, the Training and User Manuals
are one and the same.
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
6.0 DMC RESPONSIBILITIES
6.1 DMC understands that it will be responsible for the ordering, performance, reliability, and
packaging of the computer hardware and software for the Document Imaging and Text
Processing System, its subsystems and components consistent with and as defined in this
specification, whether or not such items are of its design and manufacture.
6.2 This responsibility will include provisions for technical direction during installation and
maintenance assistance for the duration of the warranty period. DMC responsibilities
are specified in detail in sections 2.0 through 7.0 of this proposal. In addition,
DMC will provide to the City of Moorpark a one year warranty on all software
and extend manufacturers' warranties on system hardware.
7.0 SUMMARY OF DELIVERABLES
7.1 DMC deliverables will include the items and services specified within this proposal.
7.2 DMC will provide executable code for all software developed and incorporated in the
Document Imaging and Text Processing System.
7.3 DMC will provide, with each piece of Document Imaging and Text Processing System
DMC-furnished computer equipment, the requisite original equipment manufacturer's
(OEM) manuals to operate the computer hardware and OEM software.
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PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
8.0 FINANCING
Hardware and software
Hardware $39,319
Software $11,071
Base price $50,390
Discount ($5,039)
Subtotal $45,351
California Sales Tax $3,855
Total purchase price for hardware and software $49,206
Labor
Integration, installation and testing $17,432
Training(40 hours) $3,200
Total system price $69,838
Initial payment $3,121.76
Monthly lease/purchase payment $1,560.88
Copy of the lease agreement is included in Appendix 3.
NOTE 1: Quoted price reflects several upgrades to equipment shown in the Minimum
Hardware Specifications section of the RFP.
NOTE 2: Replacement of Fujitsu 3093E with CDP-9000 scanner would add $15,190 to the
total system price.
NOTE 3: Monthly payment may undergo a slight revision due to fluctuation of interest
rates between the date of this proposal and the date of the Lease Agreement.
This proposal is submitted by: Decision Management Company, Inc.
23121 La Cadena Drive
Laguna Hills, CA 92653-1421
714/855-6885
Signature: 40440• doesto,k_
jin Hadzi-Pavlovic, President
Page 20
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
PART II
MINIMUM HARDWARE SPECIFICATION
PROPOSAL TO INSTALL DOCUMENT IMAGING&TEXT PROCFCSING SYSTEM AT THE CITY OF MOORPARK-PART II
II MINIMUM HARDWARE SPECIFICATIONS
File Server
J
Microcomputer: 80386 33 MHz LAN Minimum equipment specifications have
Server with 16 MB 80 ns Advancedbeen exceeded as DMC w' 1 provide an
Memory Management Architecture. 1284-`i0 80486, 33 MHz processor. DMC expects
Kb Static RAM Cache; Zero Wait State that proposed equipment will enhance
Operation. Enhanced 101 Key AT- performance of the network manager/file
Compatible Keyboard. 1.2 MB 5.2 5" server by at least 50%.
Floppy Diskette Drive.
Hard Drive : Dual 650 MB Internal 5.25" As specified J
Full-Height Fixed Disks. SCSI Interface,
16 ms Average Seek Time.
Monitor. 14" Monochrome Display. 720 x As specified
348 Resolution.
UPS: 520 VA Rated Uninterruptible Power As specified
Supply. Novell UPS Monitoring Board.
Tape Backup: 150 MB External Streaming As specified J
Tape Backup.
Network Interface: 16-Bit Token Ring or As specified v
Ethernet Card.
Exception(s): DMC will install Artisoft Please refer to section 1 for a list of
Lantastic ethernet network. Consequently, components proposed by DMC.
Novell UPS Monitoring Board is not
required.
Page 1
PROPOSAL TO INSTALL DOCUMENT IMAGING&TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART II
Input/review Station
Microcomputer: 80386, 25 Mhz CPU with Minimum equipment specifications have
Ll 2 MB 80 ns RAM. Advanced Memory been exceeded as DMC will provide an
Management Architecture.e128 Kb 25 ns 80486, 33 MHz processor. DMC expects
Static RAM Cache ; Zero Wait State that proposed equipment will enhance
Operation. Enhanced 101-Key AT- performance of the network manager/file
Compatible Keyboard. 1.2 MB 5.25" and Ni server by at least 50%.
1.44 MB 3.5" Floppy Diskette Drives. ✓
Hard Drive: 44 MB Internal 3.5" Half- Minimum equipment specifications have
Height Fixed Disk. 24 ms Average Seek been exceeded as DMC will provide a 120
Time. Mb hard disk. The proposed drive will
provide space for temporary storage of
more than 2,500 compressed image files,
whereby a 40 Mb drive would be able to
accommodate less than 1,000 images.
Monitor: 19" Proprietary color graphics " Minimum equipment specifications have
display. Proprietary image and text display been exceeded as DMC will provide a 1650
interface. 2,048 x 1,536 resolution. Side- x 2048 monitor capable of displaying
by-side text and image display. Long images at 150 and 300 dpi. For purpose of
persistence phosphorous. Anti-glare screen. quality control, images will be displayed
Image compression and zoom capabilities. during scanning in a real-time mode.
Optical Drive: Dual external 5.25" Reflection Systems WORM drives meet
WORM drives. Full Winchers emulation. City of Moorpark specifications. Winchers
Five - 940 MB double sided disks; 10 year emulation can be achieved by means of
media life. 90 msec average seek time ; 25 optical disk operating system software or
msec average latency. 115 msce average through a more expensive, but also faster
access time. 3.88-6.89 MBits per second and more reliable hardware solution.
serial data transfer rate. 1200 RPM media DMC's proposal and pricing include
rotation speed. 1024 bytes physical sector hardware-based solution. This solution has
size. added approximately $4,000 to the total
cost of the system.
Exceptions: None Please refer to section 1 for a list of
components proposed by DMC.
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• PROPOSAL TO INSTALL DOCUMENT IMAGING&TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART II
Scanner: 5 seconds per page image Minimum specification reflects
scanning at 300 dots per inch. 200 to 400 performance of Fujitsu 3093E scanner
dots per inch resolution. CCITT Group 4 proposed by DMC. As an alternate, Dmc
image compression. 64 steps of grey scale; has proposed a Calera CDP-9000
adjustable contrast. Automatic feeder with scanner/OCR engine. CDP-9000
50-sheet capacity for A5 to legal size. Flat specifications are provided in Part I,
bed capability for A5 to letter size. Section 1.0 and Appendix 2.
OCR: Converts CCITT Group IV images Both solutions proposed by DMC exceed
and Group III FAX to text. Omni-font minimum specifications by a significant
and Omni-format image translation. Reads margin. DMC's software-based OCR
typed, typeset, Laser print and dot matrix option will process documents three to four
printing. Handles normal, proportional time faster than required by a minimum
bold, italics and underscored text. Reads specification. The CDP-based solution will
fixed and proportional spacing on type also perform OCR process three to time
from 8 to 24 points. Portrait or Landscape faster, but it will also increase accuracy to
orientation. Automatic de-columnizing. 60 99.5% + for good quality documents.
secs per page average translation speed.
Network Interface: 16-Bit Token Ring or As specified (Ethernet)
Ethernet Card.
DMC's proposal includes an additional PC
Exceptions: None station dedicated to serving image files to
user workstations. While this function can
be performed by the network manager/file
server, DMC has elected to include
additional equipment in order to enhance
system performance. DMC wishes to draw
City of Moorpark attention to the fact that,
without this additional server, the network
manager would be required to perform
three major functions: manage the network,
search the database and serve image files.
Because of the large volume of data
associated with image transfer, the last of
these functions is time consuming. As a
result, the operation of a network would
slow down to a crawl during file transfer.
DMC therefor believes that the cost of a
separate image file server (approximately
$1,700 for hardware and software) is more
than justified.
Please refer to Part I, Section 1 for a list of
components proposed by DMC.
Page 3
• PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
PARTS III - V
OPTIONS
STANDARDS OF PERFORMANCE
SUPPLEMENT TO SPECIFICATION
PROPOSAL TO INSTALL DOCUMENT IMAGING&TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PARTS III-v
III OPTIONS
A Scanner:
Ability to scan front and back of documents: Included in system price
B Remote image transmission via FAX and modem: $4,500
C Start-up supplies:
10 optical discs $1,050
20 tape cartridges $700
D File Server- Microcomputer AT-compatible IBM Equipment $5,000
(added cost to substitute)
E Input Review Station AT-compatible IBM Equipment: $5,000
(added cost to substitute)
F Annual Software Maintenance Agreement: $1,997
Annual Software Maintenance Agreement includes service (remote
diagnostics, telephone support, etc) and all software updates (installed
within 30 days of availability).
G View Base Software and Installation: DMC's proposal already
includes capability to index drawings, sketches, photographs and other
documents containing graphics.
H Stand Alone Document Imaging and Text Processing System $34,917
Stand-alone system would consist of a 80486 processor with 4 Mb RAM
and 128 Kb static RAM cache; 760 Mb Maxtore XT8760S hard disk and
SCSI controller; miscellaneous I/O boards, case, power supply and 101
key enhanced keyboard; high resolution monitor and boards specified for
Input/Review Station; Fujitsu 3093E scanner; Reflection System 940 Mb
WORM drive and all requisite software. The system would be capable of
processing up to 1,000 pages of text and image per day. Quoted price
includes a 10%discount.
I Estimate for conversion of existing Munimetrix Software (Clerk's Index)
from IBM/System 36 version to PC LAN version with translation of all
data files will be prepared following a review of that system. In the event
DMC is gains right to use converted software in other installation of
Questys, DMC would be prepared to fund 50%of the conversion effort.
Page 1
PROPOSAL TO INSTALL DOCUMENT IMAGING&TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PARTS IH-V
IV STANDARD OF PERFORMANCE
AND ACCEPTANCE OF EQUIPMENT
DMC acknowledges and accepts the following standard of performance which must be met
before any of the equipment is accepted.
1 The performance period will begin when the equipment is installed and
ready for use and will end when the equipment has met the standard of
performance for a period of 30 consecutive calendar days by operating in
conformance with the contractors technical specifications (or as quoted in
the proposal) and at an effectiveness level of at least 95 percent. The
effectiveness level for the machine is a percentage figure determined by
dividing the operation use time of the machine by the sum of that time
plus machine failure downtime.
2 In the event the equipment does not meet the standard of performance
during the initial 30 consecutive calendar days, the standard of
performance test will continue on a day-to- day basis until the standard of
performance is met for a total of 30 consecutive days. If the equipment
fails to meet the standard of performance within 90 calendar days from
commencement of acceptance testing, the City may, at its option, either
terminate the order for equipment, software and related items without
penalty, request replacement equipment, or continue the performance
test. The contractor will be liable for all inbound and outbound
preparation and shipping costs for equipment returned pursuant to these
provision and will be liable for the return of any monies paid by the City
up to and including the date of return. The City's option to terminate the
equipment order under this agreement will remain in effect until such time
as a successful completion of the performance period is attained.
3 Source codes for the system will be placed in an escrow agreeable to the
City, to be accessed only if provider should terminate or sell their business
operations and no longer be available for maintenance and repair of the
system software.
4 These standards of performance are also applicable to any replacement or
substitute machines and machines which are added, or field modified after
completion of a successful performance period.
Page 2
• , PROPOSAL TO INSTALL DOCUMENT IMAGING&TEXT PROCESSING.SYSTEM AT THE CITY OF MOORPARK-PARTS III-V
V SUPPLEMENT TO SPECIFICATIONS
1 DMC understands that the City of Moorpark reserves the right to reject
any and all proposals for any reason including but not limited to
incomplete response to the RFP, previous failure to perform properly, or
complete in time, contracts of a similar nature, or the inability or
inexperience to perform such a contract satisfactorily.
2 DMC understands that applicable warranties will commence from the
date completed unit is accepted by the City of Moorpark in operational
condition. The terms of warranty are included in Appendix 4.
3 Prices quoted include delivery and assembly to City of Moorpark and
installation at Moorpark City Hall at 799 Moorpark Avenue, Moorpark,
CA 93063.
4 DMC proposal includes full descriptive data, including make, model
specifications, general drawings and other applicable information on the
item(s) propose to the City.
5 A list of references including names, addresses and telephone numbers, of
organizations who have purchased, installed and implemented or similar
systems similar to that described herein is included in Appendix 5.
6 DMC understands that the City, at its option, may require an on-site
demonstration of the document imaging and text processing system at
Moorpark City Hall.
7 DMC understands that the City of Moorpark will be the sole judge as to
whether an item is an approved equal.
8 DMC will deliver the proposed system to the City of Moorpark within 30
to 60 days from the award of the contract. The timeframe between early
and late delivery data was established to provide for potential late
deliveries to DMC. DMC understands that its failure to meet the delivery
date specified, will result in possible cancellation of the contract.
However, DMC shall not be held responsible for delays and other events
caused by the Force Majeure.
Page 3
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
APPENDIX 1
CITY OF MOORPARK
OPTICAL DISK RECORDS MANAGEMENT SYSTEM
Network Manager Image File Server Printer Server
80486/33 CPU 80386/16 CPU 80286 CPU
Monochrome Monochrome Monochrome
Monitor o Monitor o Monitor e
1i1 111 i■ ' I •l y I I'I1 ■E.moi' l i °
Mill
-■i' 11 °11
Z74 \o� i�� �o�
//74 \��
I
I
0 I
940 Mb WORM Drive 940 Mb WORM Drive III
f
0 1 1
Laserjet Printer
KEY
ooaoa I—,
. SCSI Interface 25 ppm Image Scanner
Ethernet Network
• High Speed Interface
Search Workstation I
Search Workstation Input/Review Workstation
VGA VGA 80406/33 CPU
0 High resolution
Monitor 0 Monitor 0 0
0 Monitor 0
0 EMMEN a..1 • 0 Or511011 H
X 11111 ' 1 ■
1 ' I I iM �� t 111111 _■_0 a°-Ti '
(O4 _ OZ \= . 04_ \K-\
07-Nov-91 : Specification of System Components for the City of Moorpark
Components of Ouestys SUB OCR SRCH PRTR FILE NTWK TOTAL
Text 8 Image Management System STTN STTN STTN SRVR SRVR MNGR
SYSTEM SOFTWARE
A Ouestys/TI - System License
8 Questys/IM - System License
C Ouestys/TI - System License 1
D Ouestys/TM - Station License
E Questys/IM - Station License
F Questys/TI - Station License 5
G 0 Scan/C
H 0 Scan/R 1
I 0 WORM 2
J 0 Juke/10
K 0 Juke/50
L 0 Net 1
M Windows
N DOS 4.0 3
O Archiver
P Token Ring Network Manager
0 ODDS
R Backit
S Other managers/drivers
T WORKSTATIONS 8 SERVERS
PERSONAL COMPUTER
1 80486 CPU, 33 MHZ clock 1 1 2
2 80486 CPU, 25 MHZ clock
3 80386 CPU, 33 MHZ clock ^�
480386 CPU, 25 MHZ clock
,;t"\S ® �Q\
5 80386 CPU, 20 MHZ clock r--
6 80286 CPU, 16 MHZ clock 'perI 1 ,�1 1� 1
7 80286 CPU, 20 MHZ clock �) L-
8 80286 CPU, 16 MHZ clock
9 80286 CPU, 12 MHZ clock
10 ALR 80386 CPU, 33 MHZ clock
11 ALR 80386 CPU, 25 MHZ clock
12 ALR 80386 CPU, 20 MHZ clock
13 ALR 80386 CPU, 16 MHZ clock
14 ALR 80286 CPU, 12 MHz clock
15 Client-supplied PC's 2 `1, 3
COPROCESSOR
1 33 Mhz
2 25 Mhz
3 20 Mhz
4 16 Mhz
5 12 Mhz
RANDOM ACCESS MEMORY
1 RAM board
2 Dynamic RAM (1 Mb units) 4 4 16 24
3 Static RAM (32 Kb units) 4 1 4 9
MAGNETIC DISK 8 CONTROLLER
1 HD760E (16MS AT; 15Mbs TR). 2 2 \-1
2 HD380E (16MS AT; 16Mbs TR).
3 HD200 (16Ms AT; 12MBS TR) .
<1.)0 _ 4 HD110 (16Ms AT; 12MBS TR) . 1 1
5 HD40 (26Ms AT; 50;lbs TR) 1 1
U WORM DRIVES
1 WDD-600 Optical Disk Drive
2 WDC-610 Disk Controler
3 WDA-610 Autochanger
07-Nov-91 : Specification of System Components for the City of Moorpark
Components of Ouestys SCNG OCR SRCH PRTR FILE NTWK TOTAL
Text 8 Image Management System STTN STTN STTN SRVR SRVR MNGR
4 Plasmon LF-5090 2 2
5 Plasmon Autochanger (10 Gb)
6 Plasmon Autochanger (47 Gb)
7 940 Mb diskettes
8 One Gb diskettes
9 6.55 Gb diskettes
10 Optical Conversion Unit 2 2
V VIDEO INTERFACE
1 Mono monitor 8 controller . 1 1 2
2 VGA monitor 8 controller
3 19" high res. monitor 1 1
4 CRT controller kit (2 brds) 1 1
5 Image compression board 1 1 2
6 Video controller w/CDC chip
W PRINTER INTERFACE
1 Laserjet printer
2 High speed printer
3 High speed interface 1 1
X SCANNER INTERFACE
1 Calera CDP 9000
2 Calera CDP 6000
3 Calera CDP 9000 w/Ethernet
4 Calera COP 6000 w/Ethernet
5 Calera WordScan Plus
6 Fujitsu 3093 1 1
7 Fujitsu 3096
Y NETWORK
1 Ethernet board WD8003E 6
2 Token Ring board
3 Frequency translation unit
4 Cabling and miscellaneous5
Z MISCELLANEOUS
1 Uninterruptabte power spply 1 1
2 Surge protector 1 1 2
3 Backup tape drive 1 1
4 Backup tapes
5 Facsimile board
6 Mainframe interface
7 Mouse 1 2 3
8 Modem
G.Caayc nc/io To all /yfla -
3crbi1Sifg/z 79 /2 ' R+vxo
PSAtTc
C4124:1c fD aine5 /6 H6 kfH
/WAIL -b /3a Ad ,, cf M! LAN
. . arfp
/t10 0 Y\
SINGLE STATION QUESTYS SYSTEM
Scanning/Search
Workstation
High Resolution
Monitor O
0
WORM drive
El - 0=11 ,
F.-- ( VIII i 1 I 1
I 1 I
I I
I I
/Scanner I PERFORMANCE SPECIFICATION
i = —• . (actual production environment)
1. Scanning speed: 20 ppm (300 dpi)
I2. OCR speed: 250 cps (4 to 8 ppm)
i 3. Search speed: 1/4 sec per word
in search specification
I 4. Printing speed: To 38 ppm
5. Database capacity: 3 million pgs
6. WORM capacity: 25, 000 images
Laserjet Printer per 940 Mb diskette
I ❑ ❑ 7. Terminal resolution: 300 dpi
8. Printer resolution: 300 dpi
1._________-
I9. Image display speed: Under 1 sec
i 10. Zoom: Yes
1 11. Pan/Scroll: Yes
12. Multi-window environment: Yes
08-Nov-91 : Specification of Components for the City of Moorpark - Single Station System
Components of Questys SCNG OCR SRCH PRTR FILE NTWK TOTAL
Text 8 Image Management System STTN STTN STTN SRVR SRVR MNGR
YSTEM SOFTWARE
A uestys/TI - System License
B uestys/IM - System License
C uestys/TI - System License 1
D uestys/TM - Station License
E uestys/IM - Station License
F uestys/TI - Station License
G _Scan/C
H _Scan/R - 1
I _WORM 1
J _Juke/10
K _Juke/50
L _Net
M indows
N OS 4.0 1
O rchiver
P oken Ring Network Manager
O DOS
R ackit
S ther managers/drivers
I WORKSTATIONS 8 SERVERS
PERSONAL COMPUTER
1 80486 CPU, 33 MHZ clock 1 1
2 80486 CPU, 25 MHZ clock
3 80386 CPU, 33 MHZ clock
4 80386 CPU, 25 MHZ clock
5 80386 CPU, 20 MHZ clock
6 80286 CPU, 16 MHZ clock
7 80286 CPU, 20 MHZ clock
8 80286 CPU, 16 MHZ clock
9 80286 CPU, 12 MHZ clock
10 ALR 80386 CPU, 33 MHZ clock
11 ALR 80386 CPU, 25 MHZ clock
12 ALR 80386 CPU, 20 MHZ clock
13 ALR 80386 CPU, 16 MHZ clock
14 ALR 80286 CPU, 12 MHz clock
15 Client-supplied PC's
COPROCESSOR
1 33 Mhz
2 25 Mhz
3 20 Mhz
4 16 Mhz
5 12 Mhz
RANDOM ACCESS MEMORY
1 RAM board
2 Dynamic RAM (1 Mb units) 4 4
3 Static RAM (32 Kb units) 4 4
MAGNETIC DISK 8 CONTROLLER
1 HD760E (16MS AT; 15Mbs TR). 1 1
2 HD380E (16MS AT; 16Mbs TR).
3 HD200 (16Ms AT; 12MBS TR) .
4 HD110 (16Ms AT; 12MBS TR) .
5 H040 (26Ms AT; 5Mbs TR)
U WORM DRIVES
1 WDD-600 Optical Disk Drive
2 WDC-610 Disk Controler ..
3 WDA-610 Autochanger
08-Nov-91 : Specification of Components for the City of Moorpark - Single Station System
Components of Questys SCNG OCR SRCX PRTR FILE NTWK TOTAL
Text F. Image Management System STTN STTN STTN SRVR SRVR MNGR
4 Plasmon IF-5090 1 1
5 Plasmon Autochanger (10 Gb)
6 Plasmon Autochanger (47 Gb)
7 940 Mb diskettes
8 One Gb diskettes
9 6.55 Gb diskettes
10 Optical Conversion Unit 1 1
V VIDEO INTERFACE
1 Mono monitor 8 controller .
2 VGA monitor 8 controller
3 19" high res. monitor 1 1
4 CRT controller kit (2 brds) 1 1
5 Image compression board .. 1 1
6 Video controller w/CDC chip
W PRINTER INTERFACE
1 Laserjet printer
2 Nigh speed printer
3 High speed interface 1 1
X SCANNER INTERFACE
1 Calera CDP 9000
2 Calera CDP 6000
3 Calera CDP 9000 w/Ethernet
4 Calera CUP 6000 w/Ethernet
5 Calera WordScan Plus
6 Fujitsu 3093 1 1
7 Fujitsu 3096
Y NETWORK
1 Ethernet board WD8003E
2 Token Ring board
3 Frequency translation unit
4 Cabling and miscellaneous
2 MISCELLANEOUS
1 Uninterruptable power spply
2 Surge protector 1 1
3 Backup tape drive
4 Backup tapes
5 Mouse 1 1
6 Modem
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
APPENDIX 2
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
I HARDWARE
1 Input/review station host computer
a. Quantity required 1
b. Central processing unit(CPU) 80486,33MHz clock speed
c. Math coprocessor None
d. Random access memory(RAM) 4 Mb
e. Static RAM 128 Kb
f. Hard disk capacity 120 Mb
g. Hard disk controller SCSI
h. Data access time < 28 ms
i. Serial port(s) 1
j. Parallel port(s) 1
k. Floppy disk drive(s) 5 1/4", 1.2 Mb
1. Keyboard 101 key enhanced
m. Mouse Yes
2 High resolution terminals and boards
a. Quantity required 1
b. Monitor size(diagonal) 19"diagonal
c. Graphic processor board
•Memory 2 Mb
▪Memory expansion limit 8 Mb
d. Image compression/decompression board Yes
•Memory 2 Mb
•Memory expansion limit 8 Mb
e. Image compression standard CCITT Group 3/4
f. Image resolution 1,650 x 2,048 pixels
g. On-board scanner interface Yes
h. On-board printer interface Yes
i. Two image display Yes
j. Image replacement speed(from RAM) < 1 second
k. Menu replacement speed < 1 second
3 Fujitsu 3093E scanner
a. Quantity required 1
b. Paper size(in inches) 5.8 x 8.3 to 11 x 14
c. Resolution 200 to 400 dpi
d. Gray scale 64 levels maximum
e. Contrast control Automatic and manual
f. Flatbed feeder Yes
g. Automatic feeder Yes
h. Out of paper indicator Yes
i. Throughput(8.5x11 pgs/min at 200 dpi) 25
j. Paper weight 14 to 30 lbs(flatbed feed-all wts)
k. Compression algorithm CCITT Group 3/4
1. MTBF 10,000 Hrs
Page 1 Copyright S` DMC,Inc. 1989-1991. All rights reserved.
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
4 Laserjet II-D printer(client supplied)
a. Quantity required 1
b. Paper size(inches) 8.5 x 11 &8.5 x 14
c. Number of input trays 2(manual loading)
d. Input tray capacity 250 pages
e. Output tray capacity 250 pages
f. Resolution 300 dpi
g. Rated speed
'Text 8 pages/min.
'Images 8 pages/min
h. Paper type Plain bond
i. Paper weight 16 lbs to 34 lbs
j. Paper path Straight
k. Noise level < 70 Db
5 Network manager host computer
a. Quantity required 2
b. Central processing unit(CPU) 80486,33 Mhz clock speed
c. Math coprocessor None
d. Random access memory(RAM) 16
e. Static RAM 128 Kb
f. Hard disk capacity 760 Mb
g. Hard disk controller SCSI
h. Data acmes time < 16 Ms
i. Serial port(s) 1
j. Parallel port(s) 1
k. Floppy disk drive(s) 3 1/2", 1.44 Mb
5 1/4", 1.2 Mb
1. Keyboard 101 key enhanced
m. Monitor and controller 14"monochrome
6 Network interface boards and cabling
a. Number of network boards required 6
b. Data transfer rate 10 Mb/sec.
c. Network type Ethernet
7 Image file server host computer
a. Quantity required 1
b. Central processing unit(CPU) 80386, 16 Mhz clock speed
c. Math coprocessor None
d. Random access memory(RAM) 1
f. Hard disk capacity 40 Mb
g. Hard disk controller SCSI or IDE
h. Data access time <28 Ms
i. Serial port(s) 1
j. Parallel port(s) 1
k. Floppy disk drive(s) 5 1/4", 1.2 Mb
1. Keyboard 101 key enhanced
m. Monitor and controller 14"monochrome
Page 2 Copyright S DMC,Inc. 1989-1991. All rights reserved.
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
8 Optical disk drives
a. Quantity required 2
b. Cartridge dimensions 5.25"x 5.25"
c. Cartridge capacity 940 Mb
d. Data transfer rate 4 Mbs Max;655 Kbs avrg
e. Access time
' Average 98 milliseconds
' Track to track 1 ms
f. MTBF 10,000 hrs
g. Media life 30 years
h. Interface SCSI
i. 940 Mb cartridges 10
II SOFTWARE
A Operating Systems
1 Magnetic disk operating system
a. Quantity required
b. Type MS-DOS
c. Version/revision number 4.01 or later
2 Network management software
a. Quantity required
b. Type Ethernet
c. E-mail capable? Yes
B Image& text management system
1 Databases required for this application
a. Unstructured(full text) Yes
b. Structured(records/fields) Yes
2 Image data acquisition methods
a. Scan,process and store to WORM Yes
b. Scan to WORM Yes
c. Scan to hard disk Yes
d. Disk almost full flag Yes
3 Text data acquisition methods
a. Optical character recognition Yes
b. Manual image annotation Yes
4 Optical character recognition
(optional item-third party software)
Page 3 Copyright DMC,Inc. 1989-1991. All rights reserved.
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
a. Is special OCR hardware required? No
b. Fonts recognized Omnifont
c. Character size 6 to 24
d. Character spacing Unlimited
e. Page orientation Portrait/Landscape
f. Text decolumnization capability Yes
g. Mixed text and graphics Yes
h. Pre-trained or trainable Both
i. Recognition speed(good quality documents) >200 cps
j. Accuracy(good quality documents) >99%
5 Index generation methods
a. Automated indexing of full text database Yes
b. Automated indexing of relational database Yes
c. Exclusion lists and custom keyword dictionaries Yes
d. Manual indexing of full text database Yes
e. Manual indexing of relational database Yes
f. Duplication of index fields Yes
g. Image annotation Yes
6 Relational database capabilities
a. Maximum number of applications 32,000
b. Maximum number of records per application 4 billion
c. Maximum number of screens per record 255
d. Maximum number of characters per record >8,000
e. Maximum number of fields per record 1,000
f. Maximum number of characters per field 1,900
g. Maximum number of key(index)fields 100
h. Alphabetic fields Yes
i. Numerical fields Yes
j. Alphanumeric fields Yes
k. Field justification Yes
1. Maximum number of sort keys 100
m. Maximum number of query items 100
7 Free text search capabilities
a. Boolean operators AND,OR and NOT Yes
b. Proximity search Yes
c. Maximum number of words in search specification Unlimited
d. Synonym tables Optional
e. Search speed per word in search specification < 1 second
f. Available from imaging and non-imaging stations Yes
8 Relational database manipulation capabilities
a. Search
' Multiple keyword in a single field Yes
• Multiple keywords in several fields Yes
• Range selection in a date field Yes
Page 4 Copyright DMC,Inc. 1989-1991. All rights reserved.
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
• Range selection in an alphanumeric field Yes
• Equality of strings or numbers(X= ABC) Yes
• Non-equality of strings or numbers(X#ABC) Yes
' Less then(X< 100) Yes
• Greater than(X> 100) Yes
' Between(50< X< 100) Yes
' Equality of prefixes(X=ABC) Yes
' Equality of suffixes(X= *ABC) Yes
• Equality with"wild cards"(X=A?B??C) Yes
' Boolean operators Yes
b. Sort
' Single filed Yes
' Multiple fields Yes
c. Data management
• Append page to a document Yes
• Insert page into a document Yes
• Replace page in a document Yes
' Delete page from a document Yes
• Update database record for a document Yes
• Note user,time/date used and actions taken Yes
d. Application development
• Modify existing applications Yes
' Develop new applications Yes
9 Text manipulation capabilities
a. Display page(s)found during search Yes
b. Scroll through page Yes
c. View same file from more than one workstation Yes
d. Advance to next page of search Yes
e. Return to previous page of search Yes
f. Advance to next page of document Yes
g. Return to previous page of document Yes
h. Advance to page"n"of document Yes
i. Advance to page"n"of search Yes
j. Switch to image mode if text is not available Yes
k. Highlight words from search specification Yes
1. Display search statistics Yes
m. Display bibliographic file for a document Yes
n. Display number of pages found Yes
o. Display number of pages in a document Yes
p. Display WORM/WMRM cartridge id. number Yes
10 Image manipulation capabilities
a. Display page(s)found during search Yes
b. Enlarge image Yes
Page 5 Copyright$DMC,Inc. 1989-1991. All rights reserved.
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
c. Reduce image Yes
d. Rotate image in 90 degree increments Yes
e. Scroll image Yes
f. Pan image Yes
g. Advance to next page of search Yes
h. Return to previous page of search Yes
i. Advance to next page of document Yes
j. Return to previous page of document Yes
k. Advance to page"n"of document Yes
1. Advance to page"n"of search Yes
m. Display document on image section of the screen Yes
n. Display document on full screen Yes
o. Switch to text mode if image is not available Yes
p. Open several windows simultaneously Yes
q. Activate any window by touching a mouse button Yes
r. View image while running other applications Yes
s. View same file from more than one workstation Yes
11 Printing capabilities
a. Print text file displayed Yes
b. Print all text files found during the search Yes
c. Print text of a document displayed Yes
d. Print image file displayed Yes
e. Print all image files found during the search Yes
f. Print Facsimile images of a document displayed Yes
g. Scale printout to 8.5"x 11"format Yes
h. Print bibliographic file for a document Yes
i. Create user-defined reports Yes
j. Print image from non-imaging workstations Yes
12 Other requirements
a. System security
' Number of security levels 2
• Hardware login control Yes
' Database modification control Yes
• Document access control Yes
b. On-line help
• Help screens Yes
• On-line manual Yes
c. System backup
▪ WORM to WORM Yes
▪ WMRM to WMRM Yes
▪ WORM/WMRM to tape Yes
• Hard disk to hard disk Yes
• Hard disk to tape Yes
' Network-based backup Yes
Page 6 Copyright g DMC,Inc. 1989-1991. All rights reserved.
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
III SERVICES
A System implementation
1 Procurement and delivery of components Yes
2 Site preparation
a. Structural modifications No
b. Electrical installation No
c. HVAC installation No
d. Network cable installation Yes
3 Installation of hardware and software Yes
4 System customization Yes
5 System testing
a. Test procedure Yes
b. Acceptance tests Yes
6 Training
a. General user workshops Yes
b. Operating personnel workshops Yes
c. System management workshop Yes
B Data Conversion
1 Image scanning If requested
2 Optical character recognition If requested
a. Full text If requested
b. Forms If requested
3 Indexing If requested
C Warranty and Maintenance
1 Warranty
a. Warranty period
' Software 12 months
• Hardware OEM warranty period
b. Times available 8 AM to 6 PM
c. Repair/technical support response window
Page 7 Copyright S DMC,Inc. 1989-1991. All rights reserved.
DESCRIPTION OF SYSTEM COMPONENTS SYSTEM CAPABILITIES
• Minimum for on-site work 4 hours
• Maximum for on-site work 24 hours
• Telephone support 2 hours
2 First year Maintenance contract
a. Times available 8 AM to 6 PM
b. Repair/technical support response window
• Minimum for on-site work 4 hours
' Maximum for on-site work 24 hours
• Telephone support 2 hours
3 Out years maintenance contract
a. Times available 8 AM to 6 PM
b. Repair/technical support response window
• Minimum for on-site work 4 hours
' Maximum for on-site work 24 hours
• Telephone support 2 hours
Page 8 Copyright S`DMC,Inc. 1989-1991. All rights reserved.
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
APPENDIX 3
PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
APPENDIX 4
END-USER LICENSE AGREEMENT
& LIMITED WARRANTY
This legal document is an Agreement between End-User and DMC(both as identified below).
1. Grant of License.
In consideration of payment of the License fee to DMC,DMC grants the End-User, a nonexclusive right (the
"License") to use a copy of the DMC PROPRIETARY SOFTWARE together with documentation
provided by DMC to End-Users only on, (or, in the case of documentation, with) the Hardware delivered
therewith. DMC reserves all rights not expressly granted herein to End-User.
2. Ownership of DMC Proprietary Software.
DMC retains the title and ownership of all proprietary rights with respect to the DMC PROPRIETARY
SOFTWARE and all copies thereof, regardless of the form or media in which the original and other copies
may exist. This License is not a sale of the DMC PROPRIETARY SOFTWARE or any copy of it.
3. Restriction.
This DMC PROPRIETARY SOFTWARE and the accompanying Documentation are copyrighted. Copying
of the DMC PROPRIETARY SOFTWARE, including DMC PROPRIETARY SOFTWARE that has been
modified, merged, or included with other software is expressly forbidden. End-User may make up to two
copies of the DMC PROPRIETARY SOFTWARE solely for backup purposes. End-User must reproduce
and include the copyright notice and any other notices on the backup copies and any media therefore. End-
User shall not (i) attempt to construct or discover any source code of the DMC PROPRIETARY
SOFTWARE by any means whatever; (ii) remove any product identification, copyright or other notices, (iii)
lease, lend, use the DMC PROPRIETARY SOFTWARE for timesharing or service bureau purposes or
otherwise use the DMC PROPRIETARY SOFTWARE for the benefit of third parties, or (iv) except as
expressly specified in the Documentation provided by DMC to Reseller for distribution to End-Users,modify,
incorporate into other software or create a derivative work of any part of the DMC PROPRIETARY
SOFTWARE.
4. Status of DMC Obligations to DMC.
DMC is an independent contractor and has no authority or ability to bind DMC to any obligation,
representation or warranty. End-User shall have no rights against DMC or with respect to DMC
PROPRIETARY SOFTWARE except as expressly provided herein.
5. License Fees.
End-User License fees are not paid by End-User to DMC; any such fees are a matter of agreement between
End-User and DMC.
6. Support.
DMC is responsible for training and support, all of End-User's rights with respect thereto are a matter of
agreement between it and DMC.
Page 1
7. Confidentiality.
End-User agrees to maintain all Confidential Information of DMC in strictest confidence using at least, but
not limited to,the same degree of care it takes in protecting its own confidential information if any and,except
as provided herein, shall not use such Confidential Information for its own benefit nor disclose it to third
parties without the written consent of DMC. Employees of End-User to whom such Confidential Information
is disclosed shall be similarly bound.
Upon the termination of this License End-User shall immediately return all tangible materials made available
or supplied by DMC including,but not limited to,drawings,documents,hardware disks and tapes,any copies,
notes or extracts thereof,and of any media containing Confidential Information of DMC.
End-User shall have no obligations under this paragraph 7 with respect to information which demonstrates by
written records(i)is already known to it or is publicly available at the time of disclosure; (ii) is disclosed to it
by a third party who is not in breach of an obligation of confidentiality,provided that all restrictions imposed
by such third party are compiled with;or(iii)becomes generally publicly available after disclosure through no
act of the receiving party.
8. Termination.
This License is effective only until terminated except that the responsibility of each party to protect
Confidential Information and return materials as described in paragraph 7, shall survive termination. This
License will terminate automatically without notice from DMC if the End-User materially fails to comply with
any provision of this License or if the End-User fails to timely pay the License fee. Upon termination, End-
User shall immediately discontinue use of the DMC PROPRIETARY SOFTWARE and destroy all copies of
the DMC PROPRIETARY SOFTWARE including modified or derived copies whether complete or partial.
In addition, End-User shall immediately destroy or return all Confidential Information to DMC as described
in paragraph 7 of this License.
9. Disclaimer of Warranty.
DMC warrants that equipment and software to be delivered to the End-User will be free from defective
materials and workmanship and, subject to the conditions set forth below, agrees to repair any part of any
product which proves defective by reason of improper workmanship or materials for a period set forth in this
agreement from the date of original purchase, without charge for parts and labor. If the system does not
perform as warranted herein, the End-User's sole remedy shall be repair or replacement as provided below. In
no event shall DMC be liable for damages, lost revenue, lost wages, lost savings or any other incidental or
consequential damages arising from purchase,use or inability to use this product,even if DMC or its suppliers
have been advised of the possibility of such damages. No express or implied warranty is made for any product
supplied by DMC that is damaged by accident, abuse, misuse, natural or personal disaster or unauthorized
modification.
10. Limitation of Remedies.
DMC SHALL NOT BE RESPONSIBLE OR LIABLE UNDER ANY SECTION OF THIS LICENSE OR
UNDER ANY CONTRACT, NEGLIGENCE, STRICT LIABILITY OR OTHER LEGAL OR
EQUITABLE THEORY FOR LOSS OR INACCURACY OF DATA, COST OF PROCUREMENT OF
SUBSTITUTE GOODS, SERVICES OR TECHNOLOGY, OR ANY INDIRECT, INCIDENTAL OR
CONSEQUENTIAL DAMAGES INCLUDING, BUT NOT LIMITED TO LOSS OF REVENUES AND
LOSS OF PROFITS OR COST OF PROCUREMENT OF SUBSTITUTE GOODS. ANY LIABILITY OF
DMC UNDER ANY THEORY WHATSOEVER WILL BE LIMITED EXCLUSIVELY TO PRODUCT
REPLACEMENT OR, IF UNENFORCEABLE, TO PAYMENT OF AN AMOUNT NOT GREATER
THAN ANY AMOUNT ACTUALLY RECEIVED BY DMC FROM DMC UNDER THE DMC
AGREEMENT.
Page 2
The End-User agrees that DMC will not have any responsibility for hardware,software,or other items,or any
services provided by any persons other than DMC and theat End-User will seek any remedy related to the
DMC PROPRIETARY SOFTWARE from DMC.
No action arising out of the licensing of DMC PROPRIETARY SOFTWARE under this License may be
brought by either party more than two years after the cause of action arises, except that an action for non-
payment may be brought within two years of the date of the last payment made hereunder. Notwithstanding
any other provision of this document, action may be brought against either party for violation of the
confidentiality restrictions as described in paragraph 7 within two(2)years after such violations first comes to
the attention of the other party.
11. Notices.
Any notice required or permitted hereunder to the parties hereto shall be in writing and will be deemed to have
been duly given if delivered personally or mailed by first-class,registered or certified US mail,postage prepaid,
addressed to the addresses set forth below or such other address as either party hereto may designate by notice
to the other.
12. Miscellaneous.
This License is not assignable by End-User and the DMC PROPRIETARY SOFTWARE may not be
Licensed by End-User without the proper written consent of DMC. Any attempt to do so shall be void.
This License can only be modified by a written agreement duly signed by persons authorized to sign
agreements on behalf of the End-User and of DMC. The parties agree hereto that the terms,conditions, and
prices contained herein will prevail notwithstanding any variations or additional terms on any orders or other
notification submitted by other.
No failure to exercise, and no delay in exercising,on the pat of either party,any right or any power hereunder
will operate as a waiver thereof,nor will any single or partial exercise of any right or power hereunder preclude
further exercise of any other right hereunder.
If any part of this License shall be adjudged by any court of competent jurisdiction to be invalid, such
judgment will not effect or nullify the remainder of this License but the effect thereof will be confined to the
part immediately involved in the controversy adjudged.
This License shall be deemed to have been made in,and shall be construed pursuant to the laws of the State of
California and the United States with regard to conflicts of laws provisions thereof.
Unless waived by DMC (which it may do at its sole discretion), the exclusive jurisdiction and venue of any
action with respect to or related to the subject matter of this Agreement shall be legal and binding and each of
the parties hereto submits itself to the exclusive jurisdiction and venue of such courts for the purpose of any
such action. Service of process may be made in the manner specified above for the delivery of notices or in any
other manner allowed by law. The prevailing party in any action to enforce this License shall be entitled to
recover costs and expenses including,without limitation,attorneys'fees.
The parties agree that a breach of the terms hereof would cause irreparable injury to DMC for which
monetary damages would not be an adequate remedy and that DMC shall be entitled to equitable relief in
addition to any remedies it may have hereunder or at law.
Page 3
13. Representation.
The End-User acknowledges that it has read this License and understands and agrees to be bound by its terms,
conditions,and prices. End-User further agrees that this License is the complete and exclusive statement of the
mutual understanding of the parties and that his License supersedes and cancels all previous written and oral
agreements and communications relating to the subject matter of this License between the parties.
End-User further represents (i) that this License is enforceable in the jurisdiction in which the DMC
PROPRIETARY SOFTWARE copy will be delivered and will not adversely affect DMC's proprietary rights
and(ii)that no part of the DMC PROPRIETARY SOFTWARE ,any copy or any Confidential Information
with respect thereto or any direct product thereof will be exported or re-exported from the country to which it
was delivered.
By signing below, each individual represents that he or she has the requisite authority and power to execute
this License on behalf of the identified party and that in accepting any material,data or information,he or she
is acting as a duly authorized representative of that party.
DECISION MANAGEMENT COMPA ,INS. .
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Page 4
• PROPOSAL TO INSTALL DOCUMENT IMAGING AND TEXT PROCESSING SYSTEM AT THE CITY OF MOORPARK-PART I
•
APPENDIX 5
QUESTYS INSTALLATIONS
Organization City of Upland
Address 460 N. Euclid Avenue
Upland, CA 91786
Contact Sheryll Schroeder, City Clerk
Phone 714/982-1352
Installation Date August 1990
Configuration Phase 1: Four-station system using ALR
computers, Calera scanner, Plasmon WORM
drive and jukebox and Discorp imaging
subsystem.
Phase 2: Addition of HP9000 host and
workstations form various departments.
Application Management of official records of the City
maintained by the Office of the City Clerk.
Central storage of records of all departments of
the City with local search, retrieval and output
capabilities.
In April 1990, the City of Upland received
the Presidents Award for Excellence in
Records Management from the City Clerk
Association of California and the national
William Olston Distinguished Achievement
Award.
Organization City of Long Beach
Address 333 West Ocean Blvd
Long Beach, CA 90802
Contact Ed Hatzenbuhler
Phone 213/495-2666
Installation Date Installation pending
Configuration Phase 1: Five-station system using ALR
computers, Fujitsu scanner, Plasmon jukebox
and Discorp imaging subsystem. Phase 2:
Addition of five workstations featuring
software-based imaging.
Application Storage and retrieval of records related to
engineering, construction and operation of a
solid waste reprocessing facility and litigation
support.
• QUESTYS INSTALLATIONS (continued)
Organization Kaiser Permanente
Address 393 East Walnut
Pasadena, CA 91188-8040
Contact Patrick Tang
Phone 818/564-7422
Installation Date April, 1991
Configuration Phase 1: Single station pilot system consisting
of an 80386/33 computer, Fujitsu 3093E
scanner, Discorp imaging subsystem and two
impact printers.
Phase 2: Autonomous systems in clinics of
Kaiser Foundation.
Phase 3: Integration of autonomous systems
through WAN/LAN.
Application Acquisition and management of patient health
histories, examination records, prescriptions,
laboratory data and procedures.
Organization BG(an industry association in Germany)
Address Stuttgart,Germany
Contact Hartmud Siegel
Phone 01149-7192-1676
Installation Date June 1990
Configuration Phase 1: Two two-station systems using
80386/33 computers, Fujitsu scanner, Plasmon
WORM jukebox, Discorp imaging subsystem
and Hewlett-Packard printer.
Phase 2: Addition of printer server station,
optical library server station, 80486-based file
server and 20 to 25 workstations.
Phase 3: Remote access to the system by
member companies.
Application Management of Association's records; business
records, standards, codes regulations and
ordinances. Information retrieval by member
companies.
f
QUESTYS INSTALLATIONS (continued)
Organization Dresdner Bank
Address do GEA
5-7 Schillerstr.
7053 Kernen 1
Germany
Contact R. Milicevic
Phone 01149-7151-42091
Installation Date October 1991
Configuration Phase 1: Six station systems consisting of three
imaging workstations, image file server, remote
printer server and a network manager. System
equipment consists of 80486/33 and 80386
computers, Fujitsu scanner, Reflection Systems
WORM jukebox, Reflection Systems WORM
drive, Discorp imaging subsystem and Hewlett-
Packard Laserjet III printer.
Phase 2: Departmental records management
system consisting of:
• 14 imaging workstations
• 7 scanning stations
• 7 OCR stations
• 6 printer server stations
• 3 database servers
• 1 network manager
• 2 100 Gb optical libraries
• 2 WORM drives
Phase 3: Branch-wide records management
system consisting of a mainframe host and
hundreds of PC workstations/servers.
Application Management of bank's business records,
checks, statements, reports, regulations and
other documents. Information retrieval by
member companies.
Special note Dresdner Bank is one of the largest financial
institutions in Germany (second only to the
Deutschebank). A recent issue of American
Banker reported that it ranks number 16 of all
world's banks.
1
a.
QUESTYS INSTALLATIONS (continued)
Organization Troutman, Sanders, Lockerman &
Ashmore
Address 127 Peachtree Street
Atlanta, GA 30043
Contact Kevin Green, Esquire
Phone 404/658-8212
Installation Date March 1986
Configuration Seven station system using AST computers,
Calera scanner, Maximum Storage WORM
drive, Hewlett-Packard printer and Kofax
imaging subsystem.
Application Litigation support on major cases including
discovery, depositions, affirmative case
development, witness preparation and cross-
examination.
Organization Heritage Decision Systems Pty Ltd
Address 50 Genevieve Road
Bullaburra, NSW 2784 Australia
Contact William Graham
Phone 01161-47-591-193
Installation Date July 1991
Configuration One station system using 80486 computer,
Fujitsu scanner, Calera OCR board and
Discorp imaging subsystem.
Application Litigation support service bureau pilot and
dealer demo system.
Organization Data Storage, Inc.
Address 130 Homewood Road
Weston,WV 26452
Contact Dennis Lambert
Phone 304/269-1080
Installation Date April 1991
Configuration Single-station system using 80386/33
computers, Fujitsu scanner, Plasmon WORM
drive, Discorp imaging subsystem and Hewlett-
Packard printer.