Agenda Packet_2025-11-04 - Laserfiche WebLink

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Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 5 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Preparation Document Preparation Requirements Document preparation includes the removal of all fasteners and bindings, flattening bent corners, document orientation, making minor repairs, repositioning of smaller documents, inserting applicable separator sheets and tearing tri-folds when necessary. Document Prep Performed By Documents will be prepared by Iron Mountain prior to digitization according to the details outlined in the following section. ▪ This project has been identified as requiring standard preparation. Standard preparation is defined as having moderately fastened documents (<1 fastener per 5 pages); 95% bond paper, remaining office-type documents; 95%+ standard size (5% other); and <1% requiring repair or mounting to carrier sheet. ▪ The documents for digitization are in good condition. Separation Details ▪ Separation will be at the file & document levels for the backfile digitization. ▪ Separation will be achieved by inserting standard Iron Mountain separator sheets. ▪ Iron Mountain will insert the applicable separator sheets. ▪ Iron Mountain will maintain the order of the documents in a given box, digitizing from the first page to the last page. We will not rearrange the documents prior to digitization. Disposition of Originals ▪ The documents post digitization will be inbound to the Iron Mountain Record Center for safekeeping until the destruction approval notification has been received from the Customer. All standard storage pricing would apply. Digitizing Digitizing Requirements This section outlines the setup of the scanner and related functions for all hard copy digitization. All digitizing will be performed in duplex mode set with automatic blank page deletion at 5kb or less per page. Images over 5kb that contain no appreciable information will not be considered rejects. Iron Mountain standard digitizing features, including deskewing, automatic brightness, density and threshold settings, despeckle, auto orientation and edge cleanup, are done through an automated process. The output of the automated process will be accepted as is unless otherwise noted in the Quality Assurance section. Digitizing Details ▪ Section 1 documents will be digitized in color, remaining Sections 2-6 will be digitized in black and white. The scanners used for this project will have the following capabilities: ▪ Production (Automatic Document Feed) EXHIBIT 2 City Council 12 – 13 11/4/2025