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RFP NO. 20-043 s Jn FOR SCANNING, DIGITIZING AND INDEXING SERVICES The Paperless Olflcc Specialist, • ViaTRON does not outsource any freight services • All pickup and deliveries are performed by ViaTRON trained employees • The trucks are scheduled to only make one pickup at a time to prevent cross contamination of documents • Drivers keep a detailed security log for each trip. The security log keeps track of departure time, pickup/delivery start, pickup/delivery end, and return to ViaTRON Storage Center • A standby driver/team are in place to immediately assist in case of mechanical problems ViaTRON — Receiving ViaTRON uses a double check system to verify, all data. This procedure is used in receiving boxes from the City. • when the truck arrives at ViaTRON facility, the boxes are moved to a holding area • A barcode reader is used to verify the barcodes • The verification is done by two managers • The separate information is uploaded into the tracking software • The software verifies the original data with the two manager scanned data • The managers also check the boxes for damage and report it • Any discrepancy is logged into the master quality control report • Security issues if any will be resolved within 1 hour and City will be notified • Box Tracking & Audit Report • Every employee enters project work progress into the tracking report • Every employee also enters quality control and monitoring info in quality control report • The tracking report and quality control report are reviewed by the project manager several times throughout the day Document Preparation • ViaTRON has a team of dedicated employees to perform the Document Prep work. • ViaTRON will test 5 boxes for each class/category of documents to establish the PSR (Project Specific Rules). The test is to determine the most accurate and efficient method to prepare the folder to be scanned. • All Document Prep employees will be trained on the PSR. • Each Document Prep employee will be assigned one box at a time and tested for PSR accuracy. • Removing paperclips and staples. • Unfolding documents, repairing tears and dog-ears. • Smoothing pages for clean feed. • Unbinding books. • Taping sticky notes onto blank page for scanning. • Barcode templates provided to the City. • Any non -paper items will be recorded down in the exemption report and returned. Document Preparation — Quality Assurance • The Document Prep supervisor checks all boxes prepared by the Document Prep employees. • The quality control report is updated if problems are found. Problems are resolved within 1 hour. • The supervisor either accepts or send the work back for reprocessing. • The tracking report is updated releasing the boxes to move to the next steps. Scanning All scanning is done with an operator standing next to the scanner to make sure all pages are scanned accurately and to check for double feed errors. 181Page