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Archiving & <br />Information <br />Management <br />AKC. <br />Document Solutions, <br />c. Prep Clerks are never to share the prep work within the same box with any other <br />Prep Clerk <br />d. If Prep Clerk is to leave box incomplete for break, they must complete prepping <br />the current document before leaving for break. <br />e. Prep Clerk is to work from front of box to back of box and always remain in that <br />sequence <br />f. Prep Clerk is to always keep Progress Marker placed where current Document <br />was positioned in box <br />Process: <br />1. Remove first Document/Folder from box <br />2. Begin by removing book binding, then remove other binding materials from each <br />document, working from first page to last <br />3. Place each individual page face down, one on top of each other, ensuring that <br />each page is fully separated from the next, and remain in sequential order. <br />4. Follow Document Preparation Instructions as displayed in document prep area. <br />5. Return fully prepared folder/book to its box in its position from which it came <br />just in front of progress marker <br />6. Remove next folder/book and repeat steps 1 thru 5 until box is complete <br />7. Using a Black Sharpie Marker, mark Prep Clerk's initials on the Document Prep <br />Line on the City of Santa Ana box Progress Label <br />8. Forward box to small format scan station <br />Supplemental Instructions: <br />a. When encountering attachment to source documents, remove the attachment <br />and place it behind the source page to be scanned <br />b. When encountering post -it notes <br />i. If note is blank, remove and discard <br />ii. If note has markings, and if the note is covering imagery on the source <br />page, remove the note and reposition on the back of the page near the <br />left edge of the page <br />Document Scanning: <br />ARC Document Solutions prides itself on producing the very best quality images possible when converting a <br />document collection into a digital file archive. For City of Santa Ana documents, ARC will be scanning all <br />document pages at a pixel density of 300 dpi to ensure a detailed image representation of the original document. <br />City of Santa Ana has requested that the collections be captured using an "Auto -Color" mode, where the <br />threshold to save color, will be set at a moderate color amount. When capturing the source page as a black & <br />white (1-bit) image, ARC's professional grade scanners will capture B&W image using an "adaptive threshold", <br />(sliding scale of black pixels and blank white space), Image Enhancement technology whereby the pixel placement <br />is analyzed with the surrounding pixels around it to help determine the actual image requirements. This results in <br />a cleaner, better detailed scan than a standard Black & White image, yet it remains at a pixel depth of 1-bit per <br />pixel, allowing a Group -IV compression to be applied. <br />25D-48 <br />