Department of Purchasing & Supply Management

Virtual Contract Files“The Demise of Misplaced Contracts”

D’Arcy 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 SolicitationsCurrent Solicitation - Fairfax County, Virginia

• Contract Registerhttp://www.fairfaxcounty.gov/cregister/

• Virtual Contract Fileshttp://166.94.9.180/weblink/index.asp?login=1

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– E-Mail

• 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