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Archiving Information Management SCOPE OF WORK: General Overview: - \v Document Solutions, ARC will provide the Document Conversion Services off -site, in the AIM Conversion Service Center in Costa Mesa, CA. These services involve the conversion, from hard copy to scanned image digital format. The conversion process includes the scanning of the hard copy documents, into a facsimile image, captured at 300 DPI, using a programmatic "Auto -Grey Scale" detection, allowing pages containing a moderate amount of color content to be saved as a grey scale image for optimum quality. Therefore those pages not having less than a moderate amount of color will be saved as black & white (1 bit per pixel, compressed using Group IV algorithm), while pages having a moderate amount of color content (or more) will be saved in as greyscale (8 bit per pixel, compressed using a 1PEG algorithm set to a Q-Value setting of 75 of 100). The resultant source images will be compiled into an Image Only TIFF (of other approved format) file, in page sequence order, where each file folder (or binder, book, set of pages, etc.) will result in one image file. In addition, appropriate index data will be collected from each document, and associated to the resultant TIFF file through an accompanying CSV text file. The specific file naming and folder structuring will be developed specifically for each set of documents at the time of the beginning of the conversion effort for each document set. ARC staff will pick up each batch of release work from the city and securely transport all material to the ARC AIM center in Costa Mesa in a secure ARC vehicle. ARC will perform the following services off -site at designated ARC Facility: • Receiving boxes in ARC vehicle from City of Santa Ana • Validation of box inventory and security seals in -tact Inventory box contents to spreadsheet and identify each box by the document type ("Plan", "Permit", or -COO-). ARC will utilize the CSV data files provided by the City to create a "data scrubbing" file that will be utilized to create pre -indexed, bar-coded control sheets for each permit, COO and plan set. o This process ensures 100%accuracy of file naming by utilizing the data supplied o ACR will also ensure that the City is provided with an exceptions report that outlines both files/documents that are not located, or documents found that may not appear in the database. o It is ARC understanding that the CSV file will contain the Permit Numbers with the corresponding Address information for each. • Identify and insert corresponding document barcode separation sheets into each folder/book • Document preparation, if required: o Removal of binding materials o Unfolding pages o Separating large format document and inserting placeholder barcodes o Removal and/or repositioning of Post -it notes, flags, and other attachments o Identify and separate each Permit or COO document with each file folder. Validation of file and document details against provided index database for accuracy. 1. Ensure that the Permit #, Street address and date match between the document and the database. 2. Assign the appropriate document type ("Plan", "Permit', or "COO") based on the box label. 0 Image Acquisition