IRON MOUNTAIN INFORMATION MANAGEMENT, LLC (3)

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Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaqinq Services example, backsides containing information but not scanned will be rescanned and inserted into the multipage file in the correct sequence at no cost to SAHA and COSA other than the per image cost. Document Conversion Indexing (Exhibit 1, Document Imaging Services and Storage [Optional], item b) We create the necessary metadata fields to support standard search functionality to access the documents or data captured. For the highest achievable indexing accuracy, Iron Mountain applies its special indexing process (double-blind keying). Double-blind keying of the prime index field (e.g., employee ID number) entails two Indexing Technicians keying the same metadata for the record and polling the results. Any discrepancy is mitigated by the Quality Control Inspector. Document Conversion Storage (Exhibit 1, Document Imaging Services and Storage [Optional], items q, n, p, c, d, e, f, g ) Our experienced database engineers are equipped to handle unique customer database requirements. The database of digital images and associated indices are converted to the required file format and directory path specified by SAHA and COSA, and then validated to the specifications before the actual deliveries. The resulting database is then encrypted and burnt onto a secured external hard drive (or CD, DVD, or other output) as the final product deliverable. Once the project is complete, we deliver the encrypted database along with the associated indices to the customer. Iron Mountain offers SAHA and COSA the following best practices we recommend for storing external hard drives or disks: • Utilize a climate controlled environment to protect the media from extreme temperatures, humidity, or dust. • Media should be in a secure facility to protect against unauthorized access. • Storage should include fire protection measures such as smoke detectors and fire suppression systems. • Incorporate redundancy and backups with duplicate copies in a disparate location. Regarding the electronic files, our recommendation is to store them in a cloud repository such as Iron Mountain's Insight solution. Please refer to our price proposal fordetails on InSight. InSight retains electronic files securely in the cloud with advanced encryption and robust data management features for easy access and compliance. Key elements aligned with the Scope of Service include: • When electronic records are successfully uploaded, Iron Mountain's Insight solution notifies the user through automated alerts and notifications via email or within the platform, ensuring SAHA and COSA receive real-time updates on data uploads. • Regarding an ASCII version, this can be accomplished in several different formats including CSV, XML, Flat File, or the ASCII version. The metadata will be included in the file referencing the captured image. • We will build a merge and quality check of the two databases during our implementation deployment and after rigorous internal and external testing prior to production. • Prior to the export of image and metadata, we conduct a Quality Assurance process based on ANSI standards. The data will not be released unless these standards are met.