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RFP 20-043 SCANNING, �y Ali a r 5 -J J. FOR SCANNING, DIGITIZING AND INDEXING SERVICES t(�J/�) ,.The Paperiell Office Speci,ii,ts • Special image enhancement software shall be used: de -speckling, de -skewing, image rotation, background suppression, adaptive threshold, edge enhancement, and gray tone filtering • ViaTRON's scanner technicians will monitor the size, resolution and format of each document scanned using the tags/markers placed by the Document Prep team. • The files will always be kept together. This will ensure the documents are always in the same order • Recommend all documents will be scanned at 300 dpi for best quality. Additional DPI of 400 can also be achieved if required. • Documents will be processed in PDF-A or TIFF as per requested in RFP. • ViaTRON will work with City departments during the test phase to develop the optimum results. • All images can be processed with Searchable OCR at no extra charge. Document Scanning — Quality Control Indexing Each Image will be reviewed and if needed compared with the originals to ensure the best quality was obtained. Quality Control is done throughout the project life cycle, o During Document Prep. Staff will be able to identify pages that the scanners will have problems with, or need to be taped to another blank sheet to process. o During scanning. Scan operators are able to locate/flag images that are not acceptable quality. o During Indexing. Index staff are looking for clarity of fonts and images. o During QC. Staff will be reviewing images for readability, orientation, and overall quality. Referring to the originals if needed. ViaTRON QC team will flag any image that isn't of accepted standards, for re -scanning. Quality is guaranteed, and re -scans are of no extra charge. ViaTRON software will automatically detect every target page that has a barcode separation page. ViaTRON's employee will manually index one document from one box at a time Double Key Indexing ViaTRON performs double key ensure the highest quality of work. • ViaTRON utilizes a blind key verification process, meaning that the verifier is unaware of the entries made by the other encoder. This process ensure that the indexed date is 100` a accurate at the character level. Indexing Quality Assurance • The system engineer performs data validation through character mix, date ranges, quantity ranges, including database lookup Scan on Demand ViaTRON Systems understands that the files are live and the client may need access to files before the project is completed. If City has a request for a document, ViaTRON will locate the file and provide client with the scanned digital copy through our secured FTP site, email, or any other means preferred. Data Delivery ViaTRON has multiple approaches to data delivery. The typical method of delivery is through a password encrypted hard drive. Some clients choose the option to download via secured FTP site. ViaTRON recommends delivering the data via Secure FTP. 191Page