Item 09 - First Amendment to Scanning, Digitizing, and Indexing Services Agreement with ARC Document Solutions, Inc.

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SCOPE OF WORK What ARC will provide: Document Conversion, Quality Assurance and renaming to PDF. SECURE: ARC will go on -site to securely load all client prepared boxes. Then apply box barcode chain of custody labels, retrieve files from City of Santa Ana and transport them to Its archive facility location in Costa Mesa for processing and scanning. Upon retrieval from City of Santa Ana, the documents will remain in ARC's custody. Documents are transported by ARC to ARC's location and only handled by ARC employees. Images remain on ARC's secure servers, until the final deliverable is returned to City of Santa Ana. No third parties are involved with the scanning process, transportation or storage. PREP: ARC will prepare your documents for scanning by removing all binding materials (e.g., staples, paper clips, clamps, coil binders, comb binders, veto bindings, fold -over tab binders, 3 ring binders, etc.). SCAN: ARC will scan all documents. Detailed Processing steps: • ARC to retrieve and package folders from file cabinets in ARC provided boxes, two locations on separate floors. Also to take any records that are already in boxes. • ARC will transport boxes via ARC vehicle to Scan Center located in Costa Mesa, CA • The files will be handled securely under strict HIPAA rules & regulations. • ARC and City of Santa Ana to work together to identify document types (optional). ARC to provide samples. Final output and updated estimated during sample review. • ARC to inventory folders, up to 3 fields • ARC to prepare folders for scanning by removing all binding and prepare for Bulk Scanning. • ARC will scan all documents at 300 dpi with B&W PDF images. Each folder will be output as a multipage PDF. All small format documents will be converted to searchable PDF (OCR) - no additional charge. • No reassembly required(no re -staple, no rebinding, no re -clipping). • ARC will Store all documents in our secure HIPAA room during the duration of the project. Only HIPAA certified personnel can enter and exit this room. • ARC will return all images via encrypted thumb drive or secure link. • ARC project manager will notify customer in advance if estimate exceeds original assumptions. Deviation from original assumptions must be mutually agreed upon by both parties and may impact schedule and price.