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RFP , SCA FOR SCANNING, DIGITIZING AND INDEXING SERVICES h(�J/�) •. rn. v.o•.... onto. sn.�. i. a: 4. Double -Key Entry: Another employee will read the same image and key in the index value. This is to insure by 99.9% accuracy there are no typos. 5. Technical department runs report queries reviewing batches, batch sizes, index values compared to existing database. 6. Batches are then passed to our QC department to review for final errors. QUALITY CONTROL Pickup and Delivery We use ViaTRON's vans/trucks to pick up and deliver boxes from/to the City offices. We have in-house employees (truck drivers) to perform all the pickup and delivery tasks. ViaTRON does not outsource this work. We do not allow third party companies to touch any of our clients' documents. It is very important to maintain the "chain of custody" for all documents/boxes picked up or delivered to the City. Box Tracking In addition to the City's box number, ViaTRON creates an internal bar code control number and label for each box picked up. Any damaged boxes are photographed and tagged. The control numbers are entered into a central Project Management Tracking System. From this point forward the Project Management Tracking System will track the location, status and progress of that individual box. The City can check the condition or status of the box from the moment the box is picked up. Double Check System Every task performed on the City project will be checked two times using a manual and an electronic control system. Employees' work will be checked by our Quality Assurance Department. The CIA Employees' work will be checked by the department supervisor. The Supervisor's tasks will be checked by the project manager. Every Employee's work will be double checked. Employee Control Each employee working on the City project will undergo a full review. Employees who have any connection (present or past) to the City will not be allowed to work on the project. An Employee will also not be allowed to work on the City project if they have an immediate family member working at City. ViaTRON performs a complete background check on all employees. Employees who have criminal records are not allowed to work at ViaTRON. All client boxes/documents are monitored very closely at three levels. It is impossible for any one person to have full access. Employees are trained for 40 hours specifically on the City documents before they are allowed to begin working on the project. All work performed by the employee is tracked and monitored by the Project Management Tracking System. Box Control ViaTRON Production Center handles each box in a unique manner. The box is analyzed by content. A detailed log is prepared to identify the box contents: pages, folder, document size, condition of documents, condition of box, and index variations. This information is kept separately and later used to crosscheck the finished product. Any discrepancy will result in the full audit of the box. Document Tracking ViaTRON's Central Project Management Tracking System tracks every employee who has come into contact of each document. For control purposes, we will be able to trace the individual tasks, date and time the file was accessed or worked on. 13)Pa ge