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Archiving Information Management Document Indexing: . \I U Document Solutions, All Indexing will be a completed in a combination of utilizing the CSV data file provide by the city to collect information such as Permit!# and address; and by collecting additional information such as document type and dates. Once collected, specific index values will be used to generate the naming of output file folders, output file names and corresponding metadata; which will be defined at the time of the start of the project. If any index value is to be used for file and/or folder naming, it may be necessary to replace certain characters (such as replacing a with a "-"), as certain characters are restricted from use in file/folder naming. Image Processing and Data Migration: All Images and Index data will be programmatically processed via specialized software to ensure that all deliverable files meet the City of Santa Ana specifications. The processing software will know the types of documents it is processing and will programmatically build the folder structure and file names (based on the index values) in accordance with the requirements for each specific document collection, and as pre -determined prior to the start of that collection. The processing software will also build the output files to create the Image Only PDF, one for each source document, ensuring that all pages are placed, regardless of size, and in proper page order. In addition, the process software will validate that all images and documents within each batch are successfully output, and that all batches are properly processed. The process will also deliver a log file that will provide all reporting data in a .CSV file format to be delivered to City of Santa Ana on a regular basis. Document Security: ARC Document Solutions takes the security of all its clients records seriously. This means we take precautions not only for the physical security of the records, but also to best control the accessibility to the record content as well as the resulting image and data files. To assist with this process, ARC has implemented the following steps to help control the access to this information: • All project barcoding lists the client names by Initials or Abbreviation. This eliminates the immediate identification by non -ARC employees as a box of records from a specific client. All ARC Full-time, Part-time, and Temp Employees are required to sign a Confidentiality/Non- Disclosure Agreement form prior to employment. This is in addition to the Full Background Checks and/or Drug Screen Tests that are required for general Employment. • All Client Boxes pass through a defined scanning workflow that includes a Box In -Progress label placed on every box in addition to the Box ID Barcode label. This Tracking label requires the ARC Employee that is handling the box for a specific process to initial & date the label as to when the process took place, and who handled the process.