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Archiving Information Management Inventory Tracking and Control: I�V Document Solutions, ARC Document Solutions understands the seriousness of inventory tracking when it comes to working with its clients' records, and other sensitive document information. That's why we have been trusted to handle documents ranging from those of Governments and Municipalities, to Oil & Gas and Fortune 500 companies across the country. ARC has implemented a process to help manage and track document inventory from the time we take possession of the documents, through the necessary processing stages, until delivery back to the City of Santa Ana. This process includes the use of Barcoding, Proper Labeling, Master Spreadsheets, and Chain -of -Custody Forms. The highlights of these procedures are: • Proper and consistent labeling of all City of Santa Ana content. This includes the Barcoding and/or Process Labeling of all boxes, books, folders, etc. • Utilization of city supplied data files to create a comprehensive Inventory Log of all document boxes/content ARC takes possession of from City of Santa Ana • Proper capture of any pre -Indexing data • Proper documentation of dates and content when ARC accepts documents from City of Santa Ana This process will be customized to meet the specific needs of City of Santa Ana, to capture any relevant data needed from the physical collection, in order to assure the AFB that the hard copy and data will transfer into the digital file collection properly. Following this procedure properly ensures that: 1. All boxes provided by the City of Santa Ana will be received, processed, and returned correctly 2. All box content will be processed in sequential order, and no content will be overlooked or missed 3. All digital files created can have a direct link back to the original documents, allowing for a simple file validation process 4. All boxes can be identified at a glance and their current status be clearly stated 5. All content can be easily located in storage based upon their barcodes & the location tracking listed in the Master Spreadsheet Tracker 6. Any City of Santa Ana requests for expedited files have a much easier path to be located & processed, allowing for a quicker turn -around times 7. A high percentage of possible human error is minimized though the use of barcodes & barcode readers Document Preparation: ARC Document Solutions maintains a Standard Procedure for the typical document preparation steps required to prepare a document collection for scanning. This Procedure can be slightly modified to incorporate the special requests or processing needs of a specific AFB document collection. For the City of Santa Ana project described in this Scope of Work, ARC Document Solutions will expect to follow this standard procedure for preparation. Instructions: a. PM will issue each box to Prep Clerk for this Document Preparation phase b. It is mandatory that Prep Clerks are to work on one box at a time