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Gallego Information
Services
January 8, 2008
Proposal to Conduct a Needs Assessment for an Electronic Content
Management System for the Town of Southold
Scope of Work
Gallego Infom1ation Services proposes to complete a records management needs
assessment for an electronic content management system for the Town of Southold. The
needs assessment will cover retrieval from records storage and retrieval of active
property-related records maintained by the following departments at the Town:
I. Building Department
2. Planning Board
3. Zoning Board of Appeals
4. Town Trustees
5. Code Enforcement
6. Assessor
Gallego Information Services will comply with the requirements stated in the Request for
Quotation statement of work.
Qualifications
Business Profile
Gallego Information Services is a records and information management consulting
company that has been actively operating for 14 years. Gallego Information Services
provides services to govemment, industrial and commercial organizations. Gallego
Information Services is a Women-Owned! Minority Business Enterprise certified by
State of New York State.
The services provided by Gallego Information Services consist of designing, developing,
implementing, writing and training on records and information management activities
including the following tasks.
o Records Inventories, Appraisals and Surveys (Paper, Electronic and other Medium)
o Records Retention Scheduling (Paper, Electronic and Other Medium)
o Files Design and Management
o Records Management Plaffi1ing
o Inactive Records Program Development
o Business Process Analysis
o Cost-Benefit Analysis
o Conversion of Records and Information Systems
o Electronic Document Management Systems (EDMS)
PO Box 345 Buffalo, NY 14224 (716) 675-0012
9093 gallego@gallegoinfo.com
Fax (716) 674-
Ga~~ego In:Eormation
Services
January 8, 2008
IJ Imaging Systems
IJ Needs Analysis
IJ E-government Analysis
IJ E-mail Analysis
IJ Information Systems Analysis and Design
IJ RFP preparation for Records Management Systems
IJ System Implementation
IJ User Documentation and Training of Systems
IJ Cataloging, Abstracting and Indexing Services
IJ Records and Information Workflow Analysis
IJ Policy and Procedure Writing
IJ Disaster Recovery and Business Continuity for Records and Information Systems
IJ Training
IJ Project Management
Proiect Team
Ms. Caroline Gallego is the sole consultant being proposed for the work on this project.
Ms. Caroline Gallego has 23 years experience in records management with 14 years of
working as a consultant for Gallego Information Services. Ms. Gallego holds a Masters
degree in Library and Information Science (MLS) from the State University of New York
at Buffalo; is a Certified Records Manager (CRM); and, a Certified Archivist (CA). Ms.
Gallego has worked with the various local governments over the past 13 years and is
proficient in the New York State Archives requirements for Needs Assessments,
ArchivallHistorical Records Assessments, Records Surveys, Electronic Records Surveys,
E-mail Assessments, Business Process Analysis Reports, Feasibility Studies and
CostlBenefit Analysis as well as the implementation of technology grants funded by
them.
Costs
The total costs including all expenses for the project are $18,000. Gallego Information
Services' hourly cost is $75.00. The total hours to complete the project are 240.
PO Box 345 BuIxalo, Nl( 24224 (7l6) 675-00l2
9093 gallego@gallegoinfo.cam
Fax (7l6) 674-
2
Page 1 of 1
Neville, Elizabeth
CAROLINE GALLEGO [gallegoinfo@verizon.net]
Tuesday, January 08, 20082:07 PM
Neville, Elizabeth
[NEWSENDER] - Response to the Records Management RFQ - Message is from an unknown
sender
Attachments: SouthoJd ECMS Needs Assessment Proposal.doc
From:
Sent:
To:
Subject:
Elizabeth,
Attached is Gallego Information Services' response to the Town's RFQ for records management services. If you
have any questions J can be reached at (716) 675-0012 or through this e-mail.
Thank you
Caroline Gallego, MLS, CRM, CA
1/8/2008