Department of Purchasing & Supply Management Virtual Contract Files The Demise of Misplaced Contracts DArcy Roper Chief, Systems & Customer Service April 27, 2005

The Problem: Paper Contract Files 5 contract folders = 8 + inches

The Problem: File Cabinets Everywhere 3000 contract files stored in costly office space

The Problem: Warehouse is full 14,000 files archived in a warehouse for minimum of 5 years

The Solution: Virtual Contract Files (VCF) Imaging & Document Management Technology – Client Server system - LaserFiche Digital Files: –All documents that comprise a contract –Key source selection documents Stored as: – a TIF (Image) – 100% OCR text

VCF Demo Current Solicitations Current Solicitation - Fairfax County, Virginia Contract Register Virtual Contract Files

VCF – A Day Forward Solution Replacing the 17,000 files via Attrition Slowly eliminating cabinets, boxes, labor, storage footprint Estimated savings annual savings $74,000

What Software did we buy? LaserFiche Group Pack – 25 users –Retrieval Pack – 100 concurrent users –WebLink –Audit Trail –Snapshot – MS SQL Server

What Hardware did we buy? Two Servers –Group Pack: Dell Power Edge 2500 –WebLink: Dell PowerApp.web 120 One Workstation –Dell Precision 220, Mini Tower Nine Scanners –One Fujitsu: M4097D Duplex 50 ppm –Eight Fujitsu: fi4120C Duplex 25 ppm

What Services did we buy? Consulting –System Design & Implementation Training System Enhancements –Auto Import –Contract Register Interface –Hyperlink Creator –Automated VCF Folder Creation

What did we spend? Total cost just under $ 125K Spread over 3 years

VCF Requirements Each contract must have a VCF Folder Contract Number must be Accurate Contract Folders Structure must be Identical All Contract Documents must share a common index card

VCF Contract Folders Purchasing software application creates a VCF Contract Folder for each new contract numbered issued.

VCF Contract File Structure Every folder is assigned a template with the same tabs (or document types).

Contract Folders Indexed Too Each folder and document type is automatically indexed when it is created.

VCF Limitation Retain Original Wet Signature Documents –Disclosure Statements –Offer –Acceptance –Insurance Certificates & Bond Documents –Amendments

VCF Benefits File Security Disaster Recovery Accessible 24 x 7 Standard File Structure Decreased Document Requests FOIA & Disclosure Responses Simplified Better Process Discipline