City Records

City Records & Digital Document Archive

Document Archive contains public records available to be viewed online through WebLink. WebLink allows you two options to help you locate documents. You may either browse or search for documents.

If you are looking for City Council Agendas, Minutes, Ordinances, or Resolutions, visit Weblink.

Search/Retrieval Guide

Document Archive System

Browsing is useful if you know what type of document you are looking for. For instance, if you know you are looking for City Council Minutes from a certain date.

1. To Browse select the Browse option at the top left of the page.
2. The page will be divided into two sections, the section on the left displays the folders the documents are stored in, the section of the right will display the documents in the selected folder.
3. To start, select the appropriate folder.
4. A list of subfolders will then be displayed on the left, select the appropriate subfolders until a list of documents in the subfolder appears on the right.
5. To view a document, double-click on the name of the document you would like to view.
6. Click on the magnifying glass icon at the top of the page to zoom in or out, click on the arrow icons to move pages within the document.
7. To select a new document, click browse at the top of the page and select appropriate folders again or click the Back key.
8. To close a subfolder or move back to a previous folder click Open Parent Folder.

Types of Searches

There are a variety of ways in which you can search for documents and folders. The available types of searches are listed below. Any of these search methods can be combined to refine and narrow down the search results. A search can be performed:

• By name
• By template or field information
• By volume
• By words or phrases in their content
• Within a folder

Searching for Your Documents

The search feature is a powerful tool that can be used to find any document. You simply need to know something about the document(s) that you are looking for. You can then use this information to perform an appropriate type of search. 

For example, if you know that documents are named after the Social Security number of the person associated with a document, then you could perform a name search for all documents with a particular Social Security number. On the other hand, if Social Security numbers were stored as field data, then you would perform a field search for the desired Social Security number. If the Social Security number is a part of the text assigned to the document, then you have a third option, which is performing a full-text search.

To perform a search for a document:

1. From the toolbar, click Search.
   • Checking Fuzzy word search broadens the search so the computer locates documents with the word you entered as well as words similar to that word, it will increase the number of hits
2. Close all of the categories in the Search pane. This can be performed by clicking X, which appears in the upper-right hand corner of each category. When finished, the Search pane should be blank.
3. Follow the instructions below to perform one of three basic types of search:
   • Phrase Search: Click Customize Search and then select Text. The Text category will appear in the Search pane. Search by the text assigned to a document by specifying the desired phrase under the Enter the phrase to search for an option in the Search pane. For example, you could perform a search for SAMPLE1 by searching for Transportation.
   • Field Search: Click Fields. The Fields category will appear in the Search pane. Search for all documents or folders associated with a particular template by selecting the desired template. If you would like to narrow your search results to documents or folders that contain certain field values, then you should also specify a value for each desired field. For example, you could perform a search for SAMPLE1 by selecting the General Template and then searching for Transportation* under Document. The asterisk (*) in the search sample allows Laserfiche to find all documents whose Document field starts with Transportation . IF the asterisk wasn’t present, then only documents whose Document field starts with Transportation. If the asterisk wasn’t present, then only documents whose Document field matched the word Transportation would be found.
   • Name Search: Click Object Name. The Object Name category will appear in the Search pane. Specify the desired name. Additionally, you can specify whether you would like to include documents and/or folders in the search results. For example, you could perform a search for documents named SAMPLE1 by specifying SAMPLE1 under the Search by object name section. You should also make sure that the Documents check box is selected and that the Folders check box is cleared.
4. Click the Search button at the bottom of the Search Panel
   • After clicking Search, a list of documents will appear on the right.
   • To view a document, click on the name of the document you would like to view.
   • A list of page numbers and page titles will appear at the bottom of the page, select the appropriate page and click on the title to view that page.
   • Click on the magnifying glass icon at the top of the page to zoom in or out, click on the arrow icons to move pages within the document.
   • To return to your search, select the Search option at the top of the page or click the Back key on your browser.

Viewing a Search Result

Search results can be opened by simply double-clicking on the desired search result. If you performed a full-text search, then you will have an alternative way to open a document.

You can either double-click the desired document from the top half of the window or you can double-click the desired occurrence of the word or phrase from the bottom half of the window.

If you decide to open a document from the top half of the window, then the first page of the document will be displayed. If you decide to open a document from the bottom half of the window, then the document will be opened directly to the page on which the desired word or phrase appears.

To view a document from a search list perform one of the following:

• Double-click on the document.
• Select the document and then press the Enter key.