Laserfiche WebLink
RFP NO. 20-043 <br />FOR SCANNING, DIGITIZING AND INDEXING SERVICES <br />Project Planning <br />Via-rs -�D -J J` <br />the P .P e.leu 0 ,I i c.%Y, ec i ai i, <br />The information provided has been prepared specifically for the City of Santa Ana by the ViaTRON Data Conversion team. <br />This information covers several important areas. The step by step procedures explains the manner in which ViaTRON would <br />handle the Document Scanning Project in reference to the scope of work provided in the RFP. <br />Project Meeting <br />ViaTRON will meet with the assigned key staff of each City department to develop a plan for the project including, but not <br />limited to: <br />Performing a page count (est. of pages, large format, etc....) <br />Designing Scope of Work that includes items such as, <br />o If ViaTRON is required to pack the boxes. <br />o Document Prep rules <br />o Indexes <br />o QC measures <br />Create draft timeline and milestones for completion. <br />Sample boxes completed and reviewed by City Department for approval. <br />Updated timeline and milestones based off Sample competition. <br />Logistics <br />Document Transmittal <br />Prior to picking up boxes, ViaTRON will send a Project Manager to the City of Santa Ana's locations to do the following task. <br />• Estimate the number of boxes <br />• Create barcode labels for the boxes <br />ViaTRON uses computerized tracking software to track the boxes before they leave the City. A unique barcode is attached to <br />each box. The barcode tracks several pieces of key information. An automatic tracking report is generated that includes the <br />following information: <br />• Box unique ID code <br />• Date of pickup <br />• Location of pickup <br />• All persons involved in the pickup transaction and travel log number. <br />• Work order must be signed outlining box count and manifest. <br />File Packing/Box Sealing <br />• ViaTRON will send a team of employees to pick up the boxes for the City of Santa Ana. All employees will go through <br />a certified background check when handling court documents. <br />• Once all boxes are packed for delivery, ViaTRON will then seal all the boxes <br />Pickup — ViaTRON Certified Employees <br />ViaTRON only uses ViaTRON employees to pick up boxes. ViaTRON has strict rules regarding the chain -of -custody regarding <br />client documents. <br />City of Santa Ana <br />20 Civic Center Plaza <br />Santa Ana, CA 92701 <br />171Page <br />