21 - Laserfiche WebLink

Exhibit A-1 Section 1. Scope of DPPM Service: Data Transfer and Processing • Client to transmit data to InfoSend in an agreed upon format. Should Client make changes to data file format after initial setup is complete it agrees to pay for the professional services required to accommodate the new file format. See Exhibit C — Professional Services for information on initial setup and ongoing programming changes. • A File Transfer Report will be emailed to the Client representatives who have opted-in to this email. A copy of this report is also available to download from the InfoSend website. • Client will have access to an online Job Tracking application that shows the progress of each file as it is processed and becomes a batch of documents to be printed and mailed. Client can see both the original input file name and the InfoSend-assigned "Job Code". • InfoSend will process the mailing addresses and perform the following functions: o Apply CASS-certified address validation o Comply with USPS requirements to obtain pre-sort automation rates o InfoSend will stay current with all USPS regulations required to mail presorted first class mail • InfoSend will provide proofs of the final print-ready PDF files to Client to be reviewed and approved before printing begins (if requested). Document Printing and Mailing • Batches are printed by InfoSend using a high-speed production process onto the agreed upon forms. • Printed documents are put through a quality control process and then released to the mailing department to be inserted into outgoing envelope. The return envelope and any applicable inserts are included as well. • After a batch of mail is completed in InfoSend's system it will be marked as such in the online Job Tracker and a Process Confirmation Report will be emailed to the Client representatives who have opted-in to this email.A copy of this report is also available to download from the InfoSend website. Document Archiving • InfoSend will digitally archive past billing statements which will be accessible to the City's customers through the City's Smart Energy Systems (SES) Customer Portal. Document Tracking Portal and Document Archiving • Each Notice is optionally stored as a PDF and indexed in a database searchable by account number or other key fields. One up-front fee per document is charged to process it, index it, and store it for a set number of months. The PDFs are accessed using a browser-based application that is accessed by logging in to the InfoSend website. Third party applications can also access the PDFs via InfoSend's standard API with no cost increase to the unit fees.