HomeMy WebLinkAboutReso - CC - 111-2025 RESOLUTION NO. 111-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT WITH MCCi, LLC FOR THE CONTINUED USE OF LASERFICHE AS
THE CITY’S ELECTRONIC RECORDS MANAGEMENT SYSTEM, USE OF
LASERFICHE FORMS, AND MIGRATION OF THE CITY’S RECOFRDS TO THE
LASERFICHE CLOUD, FOR A NOT-TO-EXCEED AMOUNT OF $173,275.81 OVER A
THREE-YEAR TERM
WHEREAS, in January 2018, the City entered into an agreement with ECS Imaging, Inc
for the purchase and installation of Laserfiche (Resolution No. 018-2018); and
WHEREAS, over the past seven years, the Laserfiche repository has become the City’s
records repository where all permanent and semi-permanent records are stored; and
WHEREAS, staff has expanded the use of Laserfiche to include the Forms application
which provides the public the opportunity to file the following requests online:
• Public records requests
• Tree removal permits
• Encroachment permits
• Parking permits
• Residential Utilities applications; and
WHEREAS, in May 2025, ECS Imaging, Inc. and MCCi, LLC merged under the name
MCCi, LLC; and
WHEREAS, the City in preparation for natural emergencies has deemed it important for
the government to be mobile and therefore seeks to move the City’s records from a server located
at City Hall to the Cloud; and
WHEREAS, staff worked with MCCi, LLC to review the process for migrating City records
to the Laserfiche Cloud and has negotiated a proposed Professional Services Agreement for
those services; and
WHEREAS, the total cost of the migration with three years of cloud service is not to exceed
$173,275.81; and
WHEREAS, the proposed Professional Services Agreement will expire in October 2028;
and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES
RESOLVE AS FOLLOWS:
The City Manager is hereby authorized to execute a three-year Professional Services
Agreement, in the form attached hereto, with MCCi, LLC to provide for the continued use of
Laserfiche as the City’s Electronic Records Management System, use of Laserfiche Forms, and
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A
migration of the City’s records to the Laserfiche Cloud.
________________________________ Peter Stevenson, Mayor
I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, do hereby certify
that the foregoing Resolution was introduced at a regular meeting of the City Council held on the
6th day of October, 2025, and was adopted thereafter by the following vote:
AYES: COUNCILMEMBERS: Brownrigg, Colson, Pappajohn, Stevenson, Thayer
NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None _____________________________ Meaghan Hassel-Shearer, City Clerk
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A
Page 1 of 2
Letter of Removal - For Changing Licensing Models
The undersigned certify to Compulink Management Center, Inc. dba Laserfiche (“Laserfiche”) that the
following Laserfiche products for the below listed organization’s perpetual Laserfiche licensed system
will be deleted from such organization’s computer systems within 60 days from the start of the new
Laserfiche subscription licensing:
SKU Product LSAP Type Quantity Support
Expiration
Serial Number
MDCSIB Integration with
DocuSign
Avante 1 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MDGSG16B Digital Signature Avante 90 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MFRM16B Avante Forms
Professional
Avante 90 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MNF16B Avante Named
Full User with
Web Client
Avante 90 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MPFRMB Avante Forms
Portal
Avante 1 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MPPSB Standard Public
Portal
Avante 1 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MSE30B Avante Server for
MS SQL
Avante 1 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MCQC3B Quick Fields Zone
OCR and
Validation
Avante 3 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MCQC4B Quick Fields
Barcode and
Validation
Avante 3 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MATM16B Standard Audit
Trail
Avante 90 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MCA01B Import Agent Avante 1 March 22, 2026 HHXG-VPKM-DUHK-AKBN
MCQ01B Avante Quick
Fields
Avante 3 March 22, 2026 HHXG-VPKM-DUHK-AKBN
The undersigned acknowledge and agree that any credit to the current subscription term by Laserfiche
has been issued conditionally upon removal of the above listed software and/or license(s), and that said
organization will be charged the amount of the credit if any applicable activation keys have not been
deactivated by the end of the above listed timeframe.
City of Burlingame
Registered End User/Organization Name
Signed By:
Name:
Title:
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A
Page 2 of 2
Date
Location
Email Address
MCCi
Laserfiche Authorized Solution Provider Name
Signed By:
Name:
Title:
Date
Location
Email Address
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A
LASERFICHE PLATFORM UPGRADE ORDER
Order - MLA version 2021.08 Page 1 of 22
Quote 37881 (the “Order”) is entered into as of _________________, (“Order Effective Date”), by and between MCCi and Client and is hereby
incorporated into the Master Agreement and made a part thereof. If there is any conflict between a provision of the Master Agreement and this
Order, the Master Agreement will control. Any capitalized terms not otherwise defined herein shall have the meaning set forth in the Master
Agreement. This Order supersedes any previous quote or proposals received. . Use of pre-printed forms, including, but not limited to, email,
purchase orders, shrink-wrap or click-wrap agreements, acknowledgements, or invoices, is for convenience only, and all unilaterally issued and/or
pre-printed terms and conditions stated thereon, except as specifically set forth in this Order, are void and of no effect .
IN WITNESS WHEREOF, the parties hereto have caused this Order to be executed by their respective duly authorized representatives as of the
Order Effective Date.
MCCi, LLC (“MCCi”) CITY OF BURLINGAME (“Client”)
Signed: __________________________ Signed: ___________________________
Name: ___________________________ Name: ____________________________
Title: ____________________________ Title: _____________________________
Date: ____________________________ Date: _____________________________
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PRICING: LASERFICHE
3717 Apalachee Parkway, Suite 201 Bill /Ship to: Meaghan Hassel-Shearer
Tallahassee, FL 32311 mhasselshearer@burlingame.org
850.701.0725 cc AP Contact: mhasselshearer@burlingame.org
850.564.7496 fax
Client Name: City of Burlingame Quote Date: September 15, 2025
Client Address: 501 Primrose Road, Burlingame, CA 94010
Quote Number: 37881
Order Type: Platform Change
Product Description: Qty. Unit Cost OMNIA –
NCPA 01-162 Annual Total
LASERFICHE CLOUD ANNUAL SUBSCRIPTION - BASIC
Laserfiche Cloud Business User Subscription (25-49
Users)
36 $1,115.00 $1,081.55 $38,935.80
Laserfiche Cloud Participant User Subscription (10-
199 Users)
53 $126.00 $122.22 $6,477.66
Laserfiche Cloud Records Management Subscription 1 Included* Included* Included*
Laserfiche Cloud Quick Fields Complete with Agent
Subscription (10-Pack)
1 Included* Included* Included*
Laserfiche Cloud Direct Share, Up to 200MB 1 Included* Included* Included*
Laserfiche Cloud Advanced Audit Trail Subscription 1 Included* Included* Included*
Laserfiche Cloud Unlimited Public Portal 1 Included* Included* Included*
Laserfiche Cloud Forms Portal Subscription
(Unlimited Submissions Per Month)
1 Included* Included* Included*
Laserfiche Cloud Storage (100 GB) Subscription 10 $315.00 $305.55 $3,055.50
Smart Fields (Up to 50,000 Extractions Per Year) 1 Included* Included* Included*
Laserfiche Cloud SDK Subscription 1 Included* Included* Included*
Laserfiche Annual Recurring Subscription Subtotal $48,468.96
MCCi SUPPLEMENTAL SUPPORT SERVICES SUBSCRIPTION
MCCi Process Administration Support Services for
Laserfiche (MPASS)
1 $3,780.00 $3,780.00 $3,780.00
Client needs are estimated based on the current
components provided herein: up to 20 hours that will
expire at the end of your renewal term.
MCCi's Learning Management System (LMS) for
Laserfiche Cloud (25-49 Users)
1 $2,840.00 $2,840.00 $2,840.00
MCCi SLA for Laserfiche (25-49 Users) 1 $2,500.00 $2,250.00 $2,250.00
MCCi Supplemental Support Services Annual Recurring Subscription Subtota l $8,870.00
GRAND TOTAL - RECURRING ANNUAL SUPPORT/SUBSCRIPTION $57,338.96
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Service Description: Qty. Unit Cost OMNIA -
NCPA 01-162 Total
MCCi PROFESSIONAL SERVICES - STATEMENT OF WORK
Laserfiche Cloud Migration Project
Please see detailed Exhibit A: Statement of Work
(SOW).
1 $28,000.00 $26,600.00 $26,600.00
Professional Services Subtotal 1 $26,600.00
GRAND TOTAL - ONE-TIME SERVICES $26,600.00
EXISTING LASERFICHE SOFTWARE SUPPORT CREDIT
Laserfiche Avante Server for MS SQL with Workflow -1 $1,050.00 $1,050.00
Laserfiche Avante Named Full User with Web Access -90 $126.00 $11,340.00
Laserfiche Avante Standard Audit Trail -90 $15.75 $1,417.50
Laserfiche Avante Forms Professional -90 $10.50 $945.00
Laserfiche Avante Digital Signatures -90 $5.25 $472.50
Laserfiche Avante Standard Public Portal -1 $5,250.00 $5,250.00
Laserfiche Avante Forms Portal -1 $1,680.00 $1,680.00
Laserfiche Avante Quick Fields -3 $126.00 $378.00
Laserfiche Avante Zone OCR and Validation Package -3 $588.00 $1,764.00
Laserfiche Avante Barcode and Validation Package -3 $357.00 $1,071.00
Laserfiche Avante Import Agent -1 $409.50 $409.50
Laserfiche Integration with DocuSign for Laserfiche
Avante
-1 $315.00 $315.00
Laserfiche Software Support Credit Proration 1 #VALUE! $14,583.21
Existing Laserfiche Software Support Credit Total ($11,509.29)
GRAND TOTAL - ESTIMATED EXISTING SUPPORT CREDIT ($11,509.29)
Partner Honored One-Time Discount - 2025SBLED 1 ($7,391.93)
2025 Welcome Aboard Promotion for First Year of LMS ($2,840.00)
TOTAL LASERFICHE PROJECT COST $62,197.73
ESTIMATED GRAND TOTAL - RECURRING ANNUAL SUPPORT/SUBSCRIPTION - Year 2 $60,205.91
ESTIMATED GRAND TOTAL - RECURRING ANNUAL SUPPORT/SUBSCRIPTION - Year 3 $63,216.20
All Quotes Expire 30 Days from Quote Date
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
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RECURRING SERVICES
The Recurring Services portion of this Order will be based on the pricing at the time of renewal. It will systematically
renew unless written notice of termination has been provided per the master agreement. In the event that a
manufacturer increases its prices for recurring annual services, the increase will be passed along to the Client. No
more than once per year, MCCi may adjust its recurring annual services (services not related to 3rd party
manufacturers) to coincide with current U.S. inflation rates; any increase will not exceed the cumulative increase in
the Consumer Price Index (CPI) occurring since the last price increase. Please note that if you subscribe to volume -
based solutions, additional user licenses may increase the cost of those items at the time of your next annual renewal.
SALES TAX
Sales tax will be invoiced where applicable and is not included in the fee quote above.
SERVICES
All services will be performed remotely unless noted otherwise. All Services pricing assumes the Client will grant
MCCi secure unattended access.
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PRODUCT ORDER TERMS
MCCi will process Product Orders as follows:
Product/Service Description Timing of Product Order
All Software, Recurring Annual
Support/Subscription, and
Supplemental Support Services
Within 30 days of receipt of Order
The act of MCCi processing orders determines the start date of annual Recurring Service periods. Establishment of
start dates for 3rd party manufacturer products are subject to each manufacturer’s current policy.
BILLING TERMS
MCCi will invoice Client as follows:
Product/Service Description Timing of Billing
All Software, Recurring Annual
Support/Subscription, and
Supplemental Support Services
▪ Initial Sale: Upon delivery of software or activation of the subscription
▪ Annual Renewal: 75 days in advance of expiration date
Professional Services:
Statement of Work
Defined in Statement of Work
MCCi shall not send any invoices nor claim payment for any fees or expenses incurred by MCCi until both parties
authorize this Order. Sales tax will be invoiced where applicable and is NOT included in the Pricing section.
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SUPPLEMENTAL SUPPORT PACKAGES
As Client’s first-tier solution provider, MCCi provides multiple options for technical support. Client’s annual renewal
covers application break/fix support, version downloads, and continued educational resources. MCCi offers
supplemental support packages to cover remote training, basic configuration services, and maintenance of existing
business processes. MCCi’s Managed Support Services (MMSS) or Process Administration Support Services (MPASS &
MPASS2) packages are strongly encouraged to be included with every renewal. Supplemental Support Packages are
annual subscriptions and pricing is based on the package purchased and an advanced discounted block of hours,
which expire on the same date as Client’s annual renewal. MMSS pricing for the advanced block of hours is based on
MCCi’s Support Technician II hourly rate discounted by 10%. MPASS and MPASS2 pricing for the advanced block of
hours is based on MCCi’s Application Support Analyst hourly rate discounted by 10%.
LASERFICHE
+ Client’s Support/Subscription Renewal includes these benefits, regardless of whether a supplemental package is purchased.
MCCi’s
Managed
Support
Services
MCCi’s
Process
Administration
Support Services
Description MMSS MPASS MPASS2
Easy access to MCCi’s team of Certified Technicians for application
break/fix support issues (i.e., error codes, bug fixes, etc.)+
Remote access support through web conferencing service +
Access to product update version and hotfixes (Client Download)+
24/7 access to the Laserfiche Support Site and Laserfiche Answers
discussion forums+
Additional Remote Basic Training
Additional System Settings Consultation
Assistance with Implementation of Version Updates
Annual Review (upon Client’s request) of Administration Settings
Priority Offering of Laserfiche CPPs & Laserfiche Empower Registration
Scholarships
Configuration and maintenance of basic business processes and MCCi
packaged solution utilizing Laserfiche Forms and Workflow
Configuration of Laserfiche Quick Fields sessions
Basic Records Management Module Overview Training
Administration Configuration Services
Dedicated Certified Professional
Proactive recurring consultation calls upon the Client’s request
Annual Review of business process configurations
Institutional Knowledge of Client’s Solution
Maintenance of MCCi/Client configured complex business processes
Ability to schedule after-hours upgrades
Monday-Friday 8 am to 10 pm ET and Saturday-Sunday from 12 pm to 4 pm ET
Basic JavaScript, CSS, and Calculations for Laserfiche Forms*
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* Excludes the development of new integrations, large-scale development projects, and SQL queries. Excludes maintenance of custom-built
integrations, or any item not purchased from MCCi.
** Hours: MCCi allows clients to use their hours for a multitude of services, if a request will not start a service that cannot be completed with the
hours available. None of the packages listed above are intended to be utilized to configure a new complex business process. In those instances, a
separate SOW is required.
CLIENT RESPONSIBILITIES (All Packages)
▪ For self-hosted (applications hosted by Client) solutions: Configuring/maintaining backups and any general
network, security, or operating system settings outside of Client’s solution.
▪ Managing application-level security.
▪ Managing and creating retention policies related to Records Management Module.
▪ Providing an IT contact (internal or third-party) for MCCi to work with as necessary.
▪ Providing remote access capabilities as needed. If the Client requests MCCi to have unattended access, the Client
assumes all responsibility for the related session(s). The Client will work with MCCi to set up user profiles, user
tags, etc. to allow desired security rights/access.
▪ Creating/providing process diagrams (and any other necessary paperwork/examples).
SUPPLEMENTAL SUPPORT PACKAGE DEFINITIONS
ADDITIONAL REMOTE TRAINING
Additional web-based training is conducted to train new users or as refresher training for existing users.
ADDITIONAL SYSTEM SETTINGS CONSULTATION
MCCi offers additional best practices consultation that includes recommendations for adding additional
departments, additional types of indexing, etc.
REMOTE IMPLEMENTATION OF VERSION UPDATES
While Client’s renewal includes version updates, implementation of those updates is sometimes overlooked. With
the addition of MMSS, MCCi is at Client’s service to directly assist with implementing software updates such as
minor updates, quick fixes or point releases. Dependent on the complexity and the Client’s specific configurations,
major software upgrades may or may not be covered and should be discussed with Client’s Account Management
Team.
ANNUAL SYSTEM REVIEW & ANALYSIS
MCCi will access Client’s system to review how Client’s organization uses Client’s solution, to identify potential
issues, and to make recommendations for better use of the system. This analysis may be performed annually and is
an optional service that will be completed only if requested by the Client.
LASERFICHE CERTIFICATIONS
Priority offering of complimentary Laserfiche certifications, based on availability.
LASERFICHE CONFERENCE REGISTRATION
Priority offering of complimentary Laserfiche Empower registration, based on availability.
CONFIGURATION AND MAINTENANCE OF BASIC BUSINESS PROCESS
Utilizing Laserfiche Forms and Workflow, MCCi will assist with the configuration and maintenance of basic business
processes. A basic business process requires minimal configuration and virtually no institutional knowledge of the
Client’s business process, allowing an MCCi Application Support Analyst to assist with configuration, support, and
maintenance of the process. Examples include Filing Workflows, simple Forms, or approval/notification workflows
that have few routing steps, no integration, and little to no database lookups.
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MAINTENANCE OF MCCi PACKAGED SOLUTION: MCCi will assist with maintenance with a solution MCCi has
created for a market that has a specific business process automation use.
CONFIGURATION OF LASERFICHE QUICK FIELDS SESSIONS
Using Client’s current Quick Fields modules, MCCi will configure Quick Fields sessions, excluding custom scripting,
custom calculations, etc.
BASIC RECORDS MANAGEMENT MODULE OVERVIEW TRAINING
MCCi will provide refresher overview training of the records management module. Initial training cannot be
performed under this support level.
ADMINISTRATION CONFIGURATION SERVICES
MCCi will assist with administration configuration services, including setting up users, metadata, security, etc.
DEDICATED LASERFICHE CERTIFIED PROFESSIONAL
While on MCCi’s MMSS level, Client will have access to MCCi’s team of Certified Support Professionals; with MPASS
and MPASS2, Client will have a representative dedicated to Client’s organization.
SCHEDULED RECURRING CONSULTATION CALLS
Upon Client’s request, Client’s MPASS representative will schedule recurring calls with Client to discuss Client’s
current and upcoming projects. This helps us stay on the same page with Client and ensure tasks and project
milestones are being completed.
ANNUAL REVIEW OF BUSINESS PROCESS CONFIGURATIONS
MCCi will review Client’s business processes to see how Client’s organization uses the solution, to identify potential
issues, and to make recommendations for better use of the system. This analysis may be performed annually and is
an optional service that will be completed only if requested by the Client.
INSTITUTIONAL KNOWLEDGE OF CLIENT SOLUTION
Turnover within Client’s organization can happen, and it is important to have a plan. Who will help Client’s new
solution administrator get up to speed on Client’s processes and solutions in place? Leave that to us. MCCi
documents Client’s specific organization’s usage and implemented business processes, integrations, etc., and can
assist with the knowledge transfer to the new solution administrator if needed.
MAINTENANCE OF MCCI/CLIENT CONFIGURED COMPLEX BUSINESS PROCESSES
The assigned representative can maintain MCCi or Client configured complex business processes. A complex
business solution is a large business process with an extensive configuration that is mission -critical to the
organization. For example, minor tweaks, updates due to upgrades, process improvements, etc. can be requested.
For creation of new complex Forms, Workflow, and Transparent Records Management configurations, please
discuss a Business Process Configuration Service with Client’s Account Executive or Account Manager.
ABILITY TO SCHEDULE AFTER-HOURS UPGRADES
Avoid MCCi’s after-hours premium charge for upgrades. MPASS2 clients can schedule these anytime Monday-Friday
from 8 am to 10 pm ET and Saturday and Sunday from 12 pm to 4 pm ET.
BASIC JAVASCRIPT, CSS AND CALCULATIONS FOR LASERFICHE FORMS
Excludes complex scripting.
BASIC LASERFICHE WEBLINK/PUBLIC PORTAL CUSTOMIZATION
MCCi will help customize Client’s WebLink/Public Portal to meet Client’s needs.
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MCCI’S LEARNING MANAGEMENT SYSTEM (LMS) FOR LASERFICHE*
MCCi LMS is a powerful resource to enhance your operations by viewing Laserfiche trainings and easily create custom
videos tailored to your specific use cases. With MCCi LMS you’ll be able to:
▪ Learn how to use the Laserfiche solution with ever-increasing content of training videos
▪ Develop training materials specific to your agency’s workflows
▪ Streamline onboarding of new employees
▪ Improve knowledge sharing across your team
*The LMS subscription gate is based on Laserfiche user counts
SERVICE LEVEL AGREEMENT (SLA)*
MCCi’s SLAs are offered as additional options to Client’s annual support/subscription. An SLA offers clients escalated
response times depending on the severity of the support issue, as well as other additional benefits. The SLA
documentation and pricing is readily available upon request. MCCi currently has two separate SLAs available:
▪ Infrastructure Hosting
▪ Application Support
▪ Client Self-Hosted
▪ Cloud Applications
*Full SLA document is available upon request
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MCCi ASSUMPTIONS
TECHNICAL SUPPORT
Clients may contact MCCi support via MCCi’s Online Support Center, email (support@mccinnovations.com), or
telephone 866-942-0464. Support is available Monday through Friday (excluding major holidays) from 8 am to 8 pm
Eastern Time.
PROFESSIONAL SERVICES
CHANGE ORDER PROCESS
Any deviations from the contract will be documented in a Change Order that Client must execute.
CONFIGURATION ASSISTANCE
Many of MCCi’s packages list remote configuration assistance for up to a certain number of days. This is based on
total days, not business days.
TRAVEL
MCCi will schedule travel in consecutive days for most engagements unless otherwise stated or agreed upon.
SCHEDULING
All rates are based on normal business hours, Monday through Friday from 8 am to 5 pm local time. If scheduling
needs to occur after business hours, additional rates may apply.
RETURN POLICY
Any product returns are subject to the manufacturer’s return policy.
LIMITED LIABILITY
If the Master Agreement is silent on each party’s limited liability, or there exists no master agreement, except for
breach of any intellectual property right, or end user terms of use, and/or license agreement, liability is limited to the
amount of dollars received by MCCi directly associated with this Order in the twelve (12) months prior to the date of
the Claim. If the applicable agreement provides for a limitation of liability, then such limitation applies to the greatest
extent allowed.
MCCi also does not warrant any third-party products procured on behalf of Client. If there are any product warranties
provided by the manufacturer of the product, any remedy should be requested directly from manufacturer and MCCi
has no liability associated therewith.
PRE-EXISTING INTELLECTUAL PROPERTY (IP)
The following products noted below are deemed Pre-existing IP as defined in the Master Agreement and are not
considered “Works Made for Hire” and as such all rights, title or interest remains with MCCi. Client shall retain a non-
exclusive, royalty-free, world-wide, license to use the product(s) as such product(s) is integrated into the solution
purchased from MCCi and for the term of the applicable subscription(s) by Client.
▪ Laserfiche PowerPack by MCCi
▪ Laserfiche EnerGov Integration by MCCi
▪ Laserfiche Neogov Integration by MCCi
▪ GoFiche Suite for Avante/Rio/Subscription
▪ Common Web Service API for Laserfiche
▪ GovBuilt software
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CLIENT SOLUTION CUSTOMIZATIONS
Client may also choose to customize their system internally without MCCi’s help. MCCi is not responsible for any
damage caused by the user’s customization of the system not performed by MCCi. MCCi will not be held responsible
for correcting any problems that may occur from these customizations. Routine updates as provided by software
manufacturers may affect any customizations made by entities other than MCCi. If MCCi’s help is required to
correct/update any customizations made by any entity other than MCCi , appropriate charges will apply.
CLIENT INFORMATION TECHNOLOGY ASSISTANCE
For MCCi to excel in providing the highest level of service, Client must provide timely access to technical resources.
Client must provide adequate technical support for all MCCi installation and support services. If Client does not have
“in-house” technical support, it is Client’s responsibility to make available the appropriate Information Technology
resources/consultant when needed.
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LASERFICHE CLOUD ASSUMPTIONS
The following assumptions are current as of the date of order. Manufacturer’s terms and conditions are subject to
change.
REQUIREMENTS
Laserfiche Cloud is not recommended for clients with less than 10 mb/s download and upload speed. Client is
responsible for ensuring they meet these requirements.
LASERFICHE CLOUD AGREEMENT
As part of Client’s account activation process, Laserfiche requires acceptance of the Laserfiche Cloud Agreement,
which is made available by Laserfiche during the activation process, or can be supplied by MCCi upon request.
▪ By accepting this Order, Client acknowledges Laserfiche’s Cloud Agreement and agrees to abide by its terms
and absolve MCCi of any Laserfiche Cloud product-related liability.
LASERFICHE SOFTWARE SUPPORT PLAN
MCCi acts as first-tier support and works with Laserfiche, who would provide second-tier level support when needed.
Laserfiche software support plans are bundled Laserfiche Cloud systems. All software support plans are on a yearly
subscription basis and accompany the applicable software product designed, developed, created, written, owned, or
licensed by Laserfiche. Laserfiche Cloud system subscribers are advised to export data from their Laserfiche system
prior to cancellation or any other termination.
ACTIVE LASERFICHE SOFTWARE SUPPORT PLAN BENEFITS INCLUDE:
▪ Easy remote access to MCCi’s team of Laserfiche Gold Certified Support Technicians
▪ Continued access to Client’s Laserfiche solution
POLICIES
▪ Laserfiche Cloud subscriptions are annual, prepaid, and non-refundable.
▪ The annual term start date for new systems is established by Laserfiche at the time MCCi submits an order to
Laserfiche on Client’s behalf. This is not contingent upon a completed implementation.
▪ For expansion purchases, the applicable service period is prorated to match Client’s existing or future service
period, which is dependent on Laserfiche’s then current policy and the timing of the expansion order vs. the
Client’s annual service period renewal date (i.e., prorating for less than 4 months may not be permittable due
to the timing of renewal invoicing).
LATE PAYMENTS
▪ If payment is not received before Client’s renewal date, Client’s Laserfiche software support plan expires.
Please allow up to five (5) business days after receipt of payment for MCCi to process renewal payment to
Laserfiche.
▪ Impact of Expiration:
▪ Client will be able to access MCCi Support Technicians for 30 days post expiration. However, if there are
support issues that require Laserfiche involvement, these issues cannot be resolved until Client’s support is
renewed.
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▪ Access to Client’s Laserfiche Cloud solution will be deactivated after 30 days (or based on Laserfiche’s then
current policy).
▪ Cloud products cancelled 30+ days before the renewal date will not be charged a cancellation fee.
▪ Cloud products cancelled 1 – 30 days before or on the renewal date will be charged a 10% cancellation fee
based on the total annual Laserfiche Cloud subscription cost.
▪ Cloud products cancelled 1 – 30 days after the renewal date will be charged a 50% cancellation fee based on
the total annual Laserfiche Cloud subscription cost.
▪ Cloud products cancelled 30+ days after the renewal date are nonrefundable.
▪ Subscribers are advised to export data from their Laserfiche system prior to cancellation or any other
termination.
Cloud Renewal Cancellation Timeframe Cancellation Fee
30+ days before the renewal date No Fee
1-30 days before or on the renewal date 10% Cancellation Fee
1-30 days after the renewal date 50% Cancellation Fee
30+ days after the renewal date Non-Refundable
OVERAGE FEES FOR DATA STORAGE/BANDWIDTH
If additional data storage or bandwidth is needed mid-term, additional charges will apply. MCCi recommends
reviewing this annually and pre-purchasing any additional storage/bandwidth based on anticipated needs.
DATA RESTORATION SERVICES
On an exception basis and subject to written approval from Laserfiche, Client may receive assistance to restore data
which it may have lost as a result of its own actions. Additional fees may apply.
LASERFICHE SOLUTION PROVIDER OF RECORD
As Client’s current Solution Provider of Record, Laserfiche’s policy dictates that MCCi is the only Laserfiche Solution
Provider that has access to Client’s support account, along with the ability to process subscription renewals and
initiate additional purchases on Client’s behalf. Unless Client decides to cancel Client’s contract with MCCi or work
with Laserfiche to formally change Client’s Laserfiche Solution Provider of Record, future purchases and subscription
renewals will be processed and provided by MCCi.
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Exhibit A: Statement of Work
City of Burlingame
Laserfiche Cloud Migration Project
Prepared By:
Pete Herschelman
Date:
September 16, 2025
(877) 790-1600
www.ecsimaging.com
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Scope of Work
Professional Services and Licensing
Refer to quote for cost details.
Solution Requirements
This implementation consists of the following:
(INS.03) New Laserfiche Cloud Configuration
Includes initial setup of the new Cloud account and initial user configuration for repository access to a
new repository.
(INS.10) Complex Self-Hosted to Cloud Migration, 400GB+ (Repository with Existing Business
Processes)
Includes existing environment assessment, business process migration feasibility review, and
recommendations. Includes migration of existing repository documents and metadata, users and
groups, and security. Includes automatic OCR once in the Cloud reposi tory. Includes collaboration with
Laserfiche corporate for large data migration. Includes migration and revision of business processes
(workflows, forms, Quick Fields or Import Agent sessions) required for production. Complex business
processes may require additional services and will be determined during the initial assessment. If
customer has WebLink, basic customization for internal or external WebLink is included (included
organizations colors, logo, and folders).
NOTE: Includes Professional Services for Workflow and Forms migration and reconfiguration. 3.6TBs of
data to be migrated.
Workflows - Move to Cloud
(1) Capital Improvement Projects - Auto-File (2) CD - PDF to TIFF Generate pages (3) City Attorney Tag
Assignment (4) ComDev - Auto-File (5) ComDev - Delete Electronic Document (6) DPW - PDF to TIFF
Generate pages (7) DPW - Sewer Lateral Certificate – Calculate (8) DPW - Sewer Lateral Certificates –
Changed (9) PRR Move to Archive (10) Public Works - CIP and Corp Yard Auto-File
Forms – Move to Cloud
(1) Block Party Permit (2) Business License (3) Business License Renewal (4) Claim Form (5) Commercial
Utility Services (6) Employee Travel Reimbursement (7) Grant Funding (8) PAF - Human Resources (9)
Parking Permit (10) Planning Application (11) Project Application - Planning Division (12) Public Records
Request (13) Recreation Scholarship App. (14) Residential Utilities Application (15) Street and Public
Right of Way Permit (16) Tree Permit – Commercial (17) Tree Permit – Residential (18) Email Lookup (19)
External Lookups
(TRN.04) Administration Training
Includes one training session, including preparation time, focusing on administrative features, their
operations, and the recommended best practices for managing them. Estimated duration of training: 2
hours.
(TRN.09) Refresher and New Features Training
Includes one training session, including preparation time, focused on new refresher material and new
features. Estimated duration of training: 1 hour.
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(CUS.04) Custom 3rd Party Integration
Includes custom defined requirements for an integration between a 3rd party platform and Laserfiche.
NOTE: Reconfiguration of the Comm Dev - Laserfiche Integration
(PSM.06) Project Requirements Scoping and Initial Assessment
Includes project requirements scoping and documentation in preparation for project implementation.
(PSM.03) Project Status Meetings (Complex)
Includes 16, 30-minute project status meetings organized and facilitated by the project manager with the
solutions engineer.
(PSM.07) Project Management and Process Documentation
Includes project team time to provide mandatory meetings such as requirements gathering and demo
meetings, and mandatory project documentation such as Scope and Requirements, Business
Requirements Document, Testing Instructions and a Process Flowchart.
Project Management Methodology
Our scope of services includes a dedicated team consisting of a project manager overseeing standard
project tasks, certified technical engineers to develop the solutions, and your customer success
consultant ensuring success throughout the implementation. Additionally, our executive team oversees
all projects from a high level to provide leadership and insights throughout the project. The following
outlines the MCCi methodology for implementation and is based on PMBOK guidelines published by the
Project Management Institute.
Step I: Requirements Analysis - Gather and confirm project oriented requirements.
Step 2: Planning - Define the formal work plan, checkpoints and milestones for the project.
Step 3: Design - Design every aspect of the system in a design specification document.
Step 4: Build - Build the solution according to the design specification.
Step 5: Test - Test and validate the solution for functionality, performance and design, according to the
specification.
Step 6: Revise - Revise the solution per testing results and conform to design specification.
Step 7: Rollout - Launch the solution, supported with communication, training, specific documentation,
and post go-live 30 day project support.
Customer - Specific Tasks and Responsibilities
For every implementation, there will be organization specific tasks and responsibilities necessary to
complete this project. These tasks and responsibilities (where applicable) include but are not limited to:
◼ Provide appropriate hardware per MCCi recommendations for the Laserfiche environment (Self -
hosted only)
◼ Provide VPN (unattended) or remote access (attended access) to the organization’s local Laserfiche
environment
⚫ Laserfiche application server(s)
Includes test environment(s), public facing DMZ server(s)
⚫ SQL server(s) (Laserfiche instance)
⚫ Laserfiche repository and volume location(s)
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⚫ Source servers for database lookups, conversions, migrations
⚫ Development workstation(s) (Conversions/migrations only)
◼ Provide network login credentials (AD account)
◼ Set login credentials to expire after the completion of the project
◼ Provide necessary SSL Certificates for web servers (for Web Client and WebLink Public Portal)
◼ Identify the primary contact for issues with login credentials
◼ Provide timely responses (within 3 business days) to communication requests from MCCi for
business process requirements, solution revisions, solution testing, and solution sign off.
Project Duration
The total project duration is dependent on several factors including but not limited to resource
availability, any delays in requirements, hardware limitations, scheduling, and other factors from both
MCCi and the Client. The project duration will be asse ssed at the time of the project kickoff meeting in
conjunction with the needs assessment and the development of the detailed project plan.
Solution Revisions
Unless separate requirements are defined prior to the start of this implementation, this project includes
two (2) revision rounds for each business process. Typical revision rounds include:
◼ Revisions to the business process solution that require a reassessment of the business process
function itself (i.e., Adding a new approval branch to a routing workflow)
◼ Revisions to the business process solution that require a functional change in how the solution is
designed (i.e., Modifying a LF form with JavaScript to satisfy custom formatting)
Items Out of Scope
The scope of this project does not include the following:
◼ MCCi acquisition of server or workstation hardware
◼ Costs associated with troubleshooting OS or hardware issues related to the workstations or servers
◼ Resolving any issues not related to Laserfiche, including but not limited to Windows permissions,
network permissions, network hardware, server or client hardware, or other 3rd party infrastructure
hardware or software
◼ Resolving issues caused by unauthorized changes made by Client staff on the MCCi -built solution(s)
in active development. Client agrees to seek and receive approval by the Client and MCCi Imaging
project team stakeholders prior to any changes to an MCCi -built solution until handoff of the solution
to the Client has been completed.
◼ Any services not explicitly defined in the statement of services
*Any items out of scope will be considered as separate labor from the services agreed upon for this
project and may require additional approval and review before proceeding. The project’s primary
requirements take precedence over any additional items requested that are out of scope to maintain the
project timeline and ensure deliverable expectations are met.
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Project Go-Live Support
Unless separate terms are defined prior to the start of this implementation, this project has a standard
go-live support period of 30 calendar days from the time the project solution goes live in production*.
During this time, the project team responsible for the implementation will be available to assist with any
questions. At the end of this 30-calendar day period, the project will be subject to closeout.
*Live in production is defined by the following:
◼ All emails are sent to the live process users / approvers.
◼ All processes are pointed to production folders.
◼ All testing data has been removed.
◼ All processes are in the production environment.
Payment Milestones
Professional Services
Unless separate terms are defined prior to the start of this implementation, paid professional services
projects are billed 75% at project initiation with remaining services billed per milestone.
SOW Assumptions
The following assumptions serve as the basis for this SOW. Any service or activity not described in this
SOW is not included in the Scope of services to be provided. Variations to the following may impact the
SOW’s cost and/or schedule justifying a Change Order (defined below).
Deliverable Acceptance Criteria
MCCi‘s completion of a Deliverable to Client shall constitute that MCCi has conducted its own review and
believes it meets Client’s requirements. Client shall then have the right to conduct its own review of the
Deliverable as Client deems necessary. If Client, in its reasonable discretion, determines that any
submitted Deliverable does not meet the agreed upon expectations, Client shall have five (5) business
days after MCCi’s submission to give written notice to MCCi specifying the deficiencies in reasonable
detail. MCCi shall use reasonable efforts to promptly resolve any such deficiencies. Upon resolution of
any such deficiencies, MCCi shall resubmit the Deliverable for review as set forth above. Notwithstanding
the foregoing, if Client fails to reject any Deliverable within five (5) business days, such Deliverable shall
be deemed accepted.
General
◼ Client agrees that the work schedule described herein represents MCCi’s current best estimate and
is subject to possible change due to circumstances beyond MCCi’s direct control and/or new or
additional information discovered during the course of the proje ct. Further, Client understands and
acknowledges that MCCi’s ability to meet such work schedule is dependent upon, among other things,
the accuracy of the assumptions and representations made by Client, the timeliness of Client business
decisions, and the performance of Client and Client’s vendor personnel in meeting their obligations for
this project and in accordance with this SOW.
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◼ If either party identifies a business issue during the project, MCCi and Client must jointly establish a
plan to resolve the issues with a potential impact analysis of timeline and budget within five (5)
business days of identification.
◼ Any necessary business decision resulting from the identified business issues must be made by
Client within five (5) business days from request.
◼ Client shall provide MCCi accurate data throughout the requirements gathering process.
◼ Client is responsible to ensure that adequate hardware/infrastructure is in place and capable of
handling the extra resources that may be required to support the Business Process Configuration,
related software, etc.
◼ Any additional software licensing needs related to this service/process configuration have not been
considered or included as part of this SOW. Client is responsible for ensuring that the required
software licensing is available.
◼ If the Services require MCCi to access or use any third party software products provided or used,
Client warrants that it shall have all rights and licenses of third parties necessary or appropriate for
MCCi to access or use such third party products and agrees to produce evidence of such rights and
licenses upon the reasonable request of MCCi and to indemnify, hold harmless and defend MCCi from
and against any claims, actions, demands, lawsuits, damages, liabilities, settlements, penalties, fines,
costs and expenses (including reasonable attorneys’ fees) to the extent arising from MCCi’s access to or
use of such third party products.
◼ Client will maintain primary contacts and project staff for the duration of the project, as a change in
staff may result in a Change Order for time spent by MCCi on retraining, reeducating, or changes in
direction.
◼ Client will ensure that all Client’s personnel who may be necessary or appropriate for the successful
performance of the Services will, on reasonable notice: (i) be available to assist MCCi’ personnel by
answering business, technical and operational questions and providing requested documents,
guidelines and procedures in a timely manner; (ii) participate in the Services as reasonably necessary
for performance under this SOW; and (iii) be available to assist MCCi with any other activities or tasks
required to complete the Services in accordance with this SOW.
◼ The Post-Implementation Configuration Assistance is intended to incur no more than 10 hours over
a 10-business-day period. This assistance is intended to aid in transitioning Client to MCCi Support.
◼ All Services pricing assumes the Client will grant MCCi unattended access to the required
infrastructure for the project. Unattended access requires the following:
◼ Either a VPN connection with proper credentials or installation of on-demand remote access
software utilized by MCCi.
◼ Connections that can be made by an assigned MCCi Project Team without intervention from
the Client from the hours of 8:00 AM ET to 8:00 PM ET.
◼ A Windows Domain account assigned exclusively to the assigned MCCi Project Team, with
passwords provided, that has administrative access to all infrastructure being serviced for purposes of
the project.
◼ A Windows Domain account, and complete access to that account including the password, for
the service account to be used with any installed software products.
◼ Failure to provide this access will result in a Change Order increasing the cost to Client
and timeline of the project.
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◼ Projects enter “On-Hold” status when (i) Client requests a delay in starting a new project, or (ii)
Client is unresponsive for more than 15 business days during an active project. On -Hold status will
remain until a new project start date is mutually agreed upon, or until Closed. MCCi may elect to Close
the project due to project remaining On-Hold for more than 35 business days.
◼ Projects that are Closed prior to completion, will be billed for any progress made to date and the
MCCi project team will no longer be assigned to the project. Billing for progress made to date is based
on the number of hours worked or the estimated percentage of the project that has been completed,
whichever is greater. Subsequently, a new order is required to restart a Closed project, and to have
new MCCi project resources assigned.
◼ Client will provide a single point of contact responsible for coordinating communications and
scheduling amongst Client stakeholders.
◼ MCCi will conduct a project kickoff call with Client to set objectives and review systems/processes
used.
◼ Google Chrome or Chrome Microsoft Edge is installed on all Laserfiche servers.
◼ TLS 1.2 is configured on all Laserfiche servers.
◼ Firewall ports will be opened for and unattended remote access on all necessary servers will be
granted to MCCi.
◼ All services will be performed during standard business hours.
◼ MCCi will only provide recordings of trainings or meetings if requested in advance. Requested
recordings will be available through the Training Center for Laserfiche.
◼ Client will acquire, install, and setup TLS certificates that meet application requirements.
◼ Purchase of Managed Cloud services may cover some of these assumptions/deliverables.
◼ Client will ensure previously agreed upon scheduled trainings are attended by their staff. For
cancellations or rescheduling, the minimum notice period requirement to avoid penalties is 2 calendar
weeks prior to the training date. Penalties: (i) Regardless of the notification time period, if the training
was to be in person and MCCi has incurred non-refundable travel expenses, client will reimburse MCCi
accordingly, and (ii) If client cancels or reschedules training within 7 calendar days and no less than 4 8
hours from the training date, the client will forfeit half of the allotted training time, or be assessed a fee
equal to 50% of the training package purchased, or (ii) If the client cancels or reschedules the training
within 48 hours of the training date, or is a no show on the training date, the training package
purchased will be charged in full and forfeited by the client.
General Testing Definitions
◼ Alpha Testing – Defined as internal acceptance testing performed by the project team prior to
releasing the product or configuration to the Client
◼ Basic Deployment Testing – Defined as testing to ensure that the crucial functions of the system are
operating properly, and that the deployment is stable
◼ Beta Testing – Defined as the testing performed to verify functionality and fulfillment of user
requirements
◼ User Acceptance Testing – Defined as testing performed by the Client’s users to verify and accept
the implemented functionality or deployment
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General Exclusions
◼ MCCi is not responsible for assigning an external URL for any web -based platform/software
module.
◼ MCCi is not responsible for creating or maintaining backups, backup plans or recovery plans.
◼ MCCi is not responsible for creating training documentation.
◼ MCCi is not responsible for final testing including, but not limited to, configuration changes made
by Client prior to system handoff.
◼ Except where specifically noted, no custom coding is included; configuration work is restricted to
the capabilities associated with the out-of-the-box solution.
◼ MCCi is not responsible for anything not expressly included in this SOW.
Limited Liability
If the Master Agreement is silent on each party’s limited liability, or there exists no master agreement,
except for breach of any intellectual property right, or end user terms of use, and/or license agreement,
liability is limited to the amount of dollars received by MCCi directly associated with this Order in the six
(6) months prior to the date of the Claim. If the applicable agreement provides for a limitation of liability,
then such limitation applies to the greatest extent allowed.
Installation
◼ Client shall be responsible for setting up, testing, configuring, and otherwise managing users and
user group security, privileges, feature rights, and access rights.
◼ Client shall provide support for any API-related configurations and integrations being developed by
its team or third parties.
◼ Client shall identify users participating in the business processes and ensure that appropriate user
licensing has been acquired/assigned to them based on their role.
◼ MCCi’s technical team will be provided unattended remote access to Client’s applicable servers
during the duration of the project outlined in this SOW.
Development
The MCCi Common Web Service for Laserfiche API (CWSAPI), if provided, is delivered “as -is”. MCCi may
advise how to make functional calls to the web service. New functions or changes to existing functions
are not included in the scope of this project. Use of the CWSAPI requires appropriate Laserfiche user
licensing through named users or a Laserfiche keyed integrator license.
Data Migration
◼ Migrations will be performed via direct hard-drive to hard-drive or server to server connection for
optimal performance results. Migrations performed by any indirect transfer method are anticipated to
take significantly longer (speed and duration variation cannot be estimated as part of a Level 1 scoping
effort).
◼ Users will not add new records to the existing system once migrations commence.
◼ Users will not work with existing records in the existing system once migrations commence.
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◼ Records to be migrated during the execution of differential migration(s), if included in this SOW, will
be made available and immediately identifiable by Client’s development team and project teams. It is
assumed that an extraction query for the identified modify date will be available for use
by MCCi’s development team to execute migration efforts in the same manner as the original full data
migration(s).
◼ Integrations designed to display records (including public records) may not be functional or fully
available during the process of the full data migration effort, as records will exist in only one of two
systems at full capacity until all migration efforts are completed and validated.
◼ Data migrations will not include any custom software development.
◼ Security design and implementation is subject to full data accessibility between the Laserfiche
system and desired active directory (AD) groups and administration, as well as other network
infrastructure limitations and capabilities.
◼ Client will provide necessary hardware to store/process migration data.
◼ If indexing is desired and not currently contained within the electronic data migrated, Client is
required to provide MCCi with a database (in a format accepted by MCCi and approved in this scope) of
indexing information which would be used to auto populate template fields. Additionally, the index
data must be associated with the documents via unique identifiers or pointers.
◼ Due to the vast differences in how document management systems handle security and file access,
the migrated data will not retain any of the previous system security from the former document
management system. Client is responsible for applying the necessa ry security and access control to the
migrated data in Laserfiche. Prior to providing end user access, Client is responsible to verify that all
migrated data has had the proper security applied, including view/write access and redactions (if
utilized), which is consistent with Client’s existing Laserfiche security policy.
◼ After completion of the project, MCCi will purge all data and records received and hosted
associated with migration services outlined in this SOW.
◼ MCCi is not responsible for the accuracy of existing indexing data and/or image quality, such as
errors on the media, image file corruption, data file corruption, orphaned records, encrypted data, non -
supported proprietary formats, or other errors that are not controllable by MCCi.
◼ Due to the vast differences in how document management systems handle sticky notes, redactions
and annotations, data migration services do not include migration of sticky notes or any other
redactions and annotations from the legacy system to Laserfiche, unless otherwise stated in this SOW.
◼ MCCi is not responsible for maintaining a copy of the original data, or a copy of the converted
data.
◼ OCR is not included. Client will be able to OCR the records internally once the migration process is
complete.
◼ Documents from the legacy system will be migrated into Laserfiche. No conversion of data types or
removal of document wrappers will be completed during the migration process unless specifically
stated in this SOW. Files that are encrypted will not be migra ted.
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