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Home My WebLink About2025-08-11 Laserfiche & Records Management Training PresentationLaserfiche & Records Management Training OFFICE OF THE CITY CLERK CITYCLERK@PALMSPRINGSCA.GOV AUGUST 11, 2025 Accessing Laserfiche Desktop Application Access must be requested with IT, via a help desk ticket. Laserfiche Staff Portal Weblink Web access – must be connected to the City network. (VPN okay) Laserfiche Basics: Logging on Windows Credentials User Account Shared-User Admin Account Laserfiche: Desktop Application Logging in Laserfiche: Desktop Application Available folders and records appear here. Laserfiche Staff Portal WebLink Logging in Laserfiche Staff Portal WebLink https://10.0.1.22/laserfiche/browse.asp x?repo=CityHall-Primary Laserfiche Staff Portal WebLink Laserfiche Staff Portal WebLink https://10.0.1.22/laser fiche/browse.aspx?re po=CityHall-Primary Laserfiche Public WebLink Laserfiche Public WebLink Public WebLink: https://publicportal.palmspringsca.gov/WebLink/Welc ome.aspx?dbid=0&repo=CityHall-Primary&cr=1 Laserfiche: Searching OFFICE OF THE CITY CLERK CITYCLERK@PALMSPRINGSCA.GOV Quick Searching in Laserfiche Advantages: Accessible, Faster processing speed, able to save quick searches for regularly used queries Advanced Searching in Laserfiche Advanced Searching in Laserfiche Tips 1.Use “Within Folder” function to your advantage The “Within” function will limit the files to be searched to only your identified file path (this will also include subfolders if check marked ) 2.Useful Functions that can specify your search include; Double Quotations “”, Parentheses (), Ampersand &, Pipe | The Double Quotes “” used for an exact phrase search Parentheses () used to determine the order of the search criteria  Ampersand & used to locate two or more combined searches, valid results will include phrases before and after the ampersand Pipe | used to function as an “OR” Function Advanced Search Query Examples •If you were looking for all minutes regarding the downtown plaza, or the downtown parking structure. You could use the following query; Downtown & (Parking | Plaza) Why are Operators Important? •Modifying the order of operators will modify your search results. •(Downtown & Parking) | Plaza – Alternatively, Plaza | Downtown & Parking will results in variations of search results. Wild Card Search Function If you’re uncertain about a specific spelling or trying to account for variation, you can include these wild card search functions Laserfiche:Uploading Documents OFFICE OF THE CITY CLERK CITYCLERK@PALMSPRINGSCA.GOV Uploading Documents Desktop Application 1.Drag and drop 2.Select a template 3.Fill out template Uploading Documents on the Laserfiche Staff Portal Weblink Same process as the desktop app. 1.Drag and drop 2.Select a template 3.Fill out template Uploading Documents Staff WebLink Laserfiche:Uploading Examples OFFICE OF THE CITY CLERK CITYCLERK@PALMSPRINGSCA.GOV LaserFiche Process •Each Board/Commission/Committee has their own folder within LaserFiche, which looks like this: •Within each board/commission/committee folder there is Agenda Packets, Minutes, Public Comments, Resolutions or other items that might pertain to your specific board/commission/committee LaserFiche Process - Agendas •For the Agenda Packet folder, this is what the naming convention should look like: •Each year should have its own folder. Within the year folder, each meeting should have its own folder (even if it was cancelled). Within the meeting folder, you should have the Agenda and then each item documents uploaded individually. You can upload a full packet if that’s something your commission requests. LaserFiche Process - Minutes •For the Minute folder this is what the naming convention should look like: •Each year should have its own folder. Within the year folder, the minutes can be uploaded in there by the date of the meeting, but it does not need its own folder. The document should be named by the year, month and date along with the Board Name and Minutes. When you drag and drop a window pops up on Laserfiche to enter the meta data. LaserFiche Process – MetaData •For the Metadata, you are going to chose the template drop down menu for your board / commission / committee. You will then use the drop-down menu to chose the document “type” of document along with notating the date of the meeting. The metadata helps for research in the future. If you do a large batch, you can leave the date of the meeting out of the template and just chose the board and document type then check the bottom portion that says “apply these properties to all entries imported in the batch” then hit ok. LaserFiche Process – MetaData Records Management AUGUST 11, 2025 OFFICE OF THE CITY CLERK CITYCLERK@PALMSPRINGSCA.GOV Destruction Process Department identifies records ready for destruction via the approved record retention log Route your Department Head executed “Records Destruction Form” to Clerks Office Clerk’s Office will route to Legal for review Once form is executed by the City Attorney and City Clerk – Clerks office will prepare Staff Report for Council Council Adopts the records for destruction via Resolution The destruction of approved records can occur Best Practices for Destruction Form & Schedule Records Retention Schedule Example: RESOURCES The Records Retention Form, Retention Schedule, and tips for best naming practices are available on the City Clerk’s view all Sharepoint folder A link will be shared in a follow-up email; if you already have the sharepoint link to the CITY CLERK folder, you can reach resources by the following folder process  CITYCLERK (view access for all staff) Records Retention and Destruction Contacting the Office of the City Clerk Via email CityClerk@palmspringsca.gov Extension 8204 Phone No. (760) 323-8204