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Laserfiche Information

STARTING UP - USING LASERFICHE

In November 2002, the City Clerk’s office purchased new Laserfiche document imaging software from Municipal Code Corporation.   All departments, as well as the residents of Sebastian, now have access to viewing and searching capabilities.  The scanning of other departments’ long-term records will begin shortly.  A copy of the Laserfiche manual is available in the City Clerk’s office.

TO LOG ON TO THE LASERFICHE IMAGING SYSTEM:

  1. GO TO CITY WEBSITE VIA INTERNET.  WWW.CITYOFSEBASTIAN.ORG
     
  2. AT THE UPPER LEFT SIDE OF SCREEN IS "PUBLIC RECORDS" CLICK ON THIS ICON.
     
  3. THIS TAKES YOU TO ANOTHER SCREEN.  READ THE INSTRUCTIONS THEN CLICK ON "ACCESS LASERFICHE WEBLINK PUBLIC RECORDS" WORDING.
     
  4. THIS TAKES YOU TO LASERFICHE.  LASERFICHE IS A WINDOWS BASE SYSTEM.

 

TO BROWSE:
(TO VIEW A DOCUMENT WHEN YOU KNOW THE LOCATION)

  1. CLICK ON THE SPECIFIC FOLDER ON THE LEFT SIDE OF SCREEN

-     AIRPORT
-     BUILDING DEPARTMENT (HAS FORMS)
-     CITY CLERK
       (HAS THE AGENDA, BOARD MINUTES, CEMETERY,      
        CITY COUNCIL MINUTES, CONTRACTS, DEEDS,         ELECTIONS, ORDINANCES & RESOLUTIONS.)
-      CITY MANAGER
       (HAS THE NEWS LETTER & THE PELICAN BRIEF)
-     FINANCE
-     GROWTH MANAGEMENT
-     HISTORY
-     MIS
-     MISC
-     PUBLIC WORKS

      2.  CLICK ON THE NEXT APPROPRIATE FOLDER ON THE LEFT
          SIDE OFSCREEN (AS NEEDED TO GET TO THE APPROPRIATE
          DESIRED FOLDER)

      3.  CLICK ON APPROPRIATE YEAR ON THE LEFT SIDE OF SCREEN

      4.  CLICK ON APPROPRIATE ACTUAL YEAR ON THE LEFT SIDE OF
           SCREEN

SEARCHING FOR YOUR DOCUMENT

The search function is the true highlight of LaserFiche.  Its “fuzzy” search function locates exact text matches as well as text which is misspelled but close to the search text.

TO SEARCH:

  1. CLICK ON THE "SEARCH" TAB.
  2. THEN ENTER THE WORD OR PHRASE THAT YOU ARE LOOKING FOR IN THE SPACE PROVIDED IN BOX LABELED "WEBLINK SEARCH".
  3. CLICK ON THE "SEARCH" BUTTON AT BOTTOM OF SCREEN.
  4. TO ENTER A MORE SPECIFIC SEARCH CLICK ON THE "CUSTOMIZE SEARCH" DROP DOWN ARROW.  THIS WILL SHOW A LIST OF ALTERNATIVE WAYS TO SEARCH.  YOU CAN SEARCH BY SPECIFIC VOLUME, FOLDER, CREATION DATE AND TEST.
  5. IF YOU CLICK ON "TEXT".  THIS GIVES YOU THE ADVANTAGE TO DO AN ADVANCED SEARCH OR OPTION SEARCH.
  6. THE DIFFERENT OPTION SEARCHES ARE BY "PHRASE", "AND", "OR", "NOT", or "WITHIN".

TO PERFORM AN ADVANCED SEARCH FOR A DOCUMENT:

  1. CLICK ON CUSTOMIZED SEARCH DROP DOWN ARROW
     
  2. CLICK ON "TEXT"
     
  3. CLICK ON THE "ADVANCED TEXT SEARCH" 
  1. TYPE THE SEARCH WORD YOU WANT IN THE TEXT BOX.  (This search will look for the exact word or phrase that you type in.)
  1. CLICK THE “SEARCH” BUTTON

TO VIEW A DOCUMENT FROM A SEARCH LIST:

  1. IN A FEW SECONDS THE RIGHT HALF OF THE SPLIT WINDOW WILL DISPLAY A LIST OF DOCUMENTS THAT HAVE THE WORD OR PHRASE YOU SELECTED IN THEM, ALONG WITH A COUNT OF OCCURRENCES.  IF YOU CLICK ON THE DOCUMENT NAME IT WILL TAKE YOU TO THE FIRST PAGE OF THE DOCUMENT.  IF YOU CLICK ON THE HITS (OR OCCURRENCES), THE BOTTOM HALF OF THE PAGE WILL DISPLAY THE LIST OF OCCURRENCES FOR THE SELECTED DOCUMENT, EACH WITHIN A LINE OF CONTEXT.  IF YOU CLICK ON THAT OCCURRENCE IT WILL TAKE YOU TO THAT LINE ON THE SPECIFIC PAGE IN THE DOCUMENT

E-MAILING A DOCUMENT*

WHEN WANTING TO SEND A “LASERFICHE” FILE AS AN E-MAIL FOLLOW THESE PROCEDURES.

GET INTO THE FILE THAT YOU WANT TO SEND.  CLICK ON THE  “PDF” BUTTON, IN THE UPPER RIGHT. (JUST LIKE YOU WERE GOING TO PRINT THE FILE.)

CLICK ON “FILE” BUTTON.  A SCREEN WILL DROP DOWN.  CLICK ON "SEND" THEN "PAGE BY E-MAIL".   IT WILL BE SENT IN A “PDF” IMAGE FORMAT (THIS WILL BE THE DEFAULT).

THE NEXT SCREEN TO POP UP IS THE TYPICAL “E-MAIL” SCREEN.  FROM HERE PROCEED AS USUAL WHEN SENDING AN E-MAIL. 

* All users have this capability.

ACCESS LASERFICHE WEBLINK PUBLIC RECORDS
http://www.cityofsebastian.org/weblink/Browse.aspx