Agenda Packet_2023-12-05 - Laserfiche WebLink

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Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Having a real-time, updated inventory of boxes and file locations is essential for information assurance when SAHA and COSA is requesting file-level retrievals. If there is no existing barcode and associated upload when records are received at the Iron Mountain facility, Iron Mountain staff will capture information directly off the box and associate it with the new Iron Mountain identifier (i.e., barcode ID) used to track the box in the inventory tracking system. For any file indexing, Iron Mountain will capture the required file level metadata fields based on SAHA/COSA needs. The file data can be captured manually or via file barcode scan that Iron Mountain can provide. Iron Mountain can scan the files received from SAHA/COSA and perform a cross validation against SAHA/COSA prepared data to ensure the data is accurate representing the files in the box. The data capture activity will occur in parallel to the box transition tasks. SAHA and COSA would be responsible for providing a distinct registry (Note: format will be provided during the project planning phase) with the historical box metadata, or file listings for individual boxes, that were migrated as part of that shipment. Once all boxes from the shipment have been ingested by Iron Mountain, an automated process in the inventory tracking system will be run to add the box and/or file level information into the system. File indexing and file validation are provided in our price proposal. Reporting (Exhibit I, Record Storage, item f) IMConnect will allow SAHA and COSA to view and track their records online. The IMConnect Record Center will facilitate the location of cartons or files quickly and easily, inventory management, and a customized search engine. With on-demand reporting, SAHA and COSA can run reports as needed and view the status of their inventory. Iron Mountain developed an internal inventory tracking system, SKP, which manages the physical movement of our customers' records stored within an Iron Mountain facility. The Inventory Control module within SKP feeds directly into the customer facing platform, IMConnect. This is accomplished through built-in quality control checks utilizing barcode technology and redundant processing at each step in the workflow. With IMConnect, we offer an easy-to-use self-service for SAHA and COSA authorized users to search through offsite inventory, request retrievals, and arrange for documents to be quickly delivered to your locations. As requested in item f in the Scope of Services, samples of reports are provided under the Section Additional Requirement. Highlights of IMConnect’s features are outlined in Figure 7. IMConnect Feature IMConnect Benefit x Easily locate individual records, set of records, or entire cartonsQuery, search, locate x x Enterprise-wide view or program-level view of records View carton and file transaction history x Automates the retrieval process by allowing the customer to specify items requested for retrievalElectronic retrievals Report generation x x Easily request cartons or files to be retrieved On-demand reporting for quick access to information you need reduces wait time for manual reports Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.12 City Council 9 – 70 12/5/2023