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<br />Iron Mountain Government Solutions City of Santa Ana Document Storage <br />and Imaging Services <br />IMConnect Feature IMConnect Benefit <br />x <br />x <br />Gain valuable insights by running reports on many categories <br />including inventory, activity, and financial data <br />Run reports for time periods based on customer needs such <br />as quarterly, monthly, annually, etc. <br />x <br />x <br />x <br />Identify necessary records <br />Provide litigation support <br />Perform records analysis <br />Access to Iron <br />Mountain services <br />x <br />x <br />Custom data entry fieldsInventory control <br />processes Custom required fields to capture critical information <br />Custom data validation <br />for key fields Retention <br />Management <br />x <br />x <br />Add detailed retention schedules, policies, and procedures <br />Manage and monitor program level retention programs <br />Figure 7. IMConnect Features and Benefits. <br />Document Imaging Services and Storage <br />Iron Mountain’s Image on Demand will allow SAHA and COSA to have records in our storage <br />scanned “on-demand” and made available digitally within hours of the request. Our customers find <br />this image conversion option to be a cost-effective solution that provides efficient and effective <br />access to their essential documents without the need to digitalize their entire document repository. <br />Document Conversion Processes (Exhibit I, Document Imaging Services and Storage <br />[Optional], items h, j, and a) <br />Our digitization capabilities include paper-based materials such as books, journals, newspapers, <br />manuscripts, loose-leaf notebooks, loose material in file folders, and other archival documents, <br />maps, and catalog cards. Iron Mountain has the ability to create a tailored document conversion <br />project to specifically meet SAHA and COSA’s paper size needs including 8 ½ x 11, 8 ½ x 14, 11 x <br />14, and 11 x 17. <br />Iron Mountain has implemented Standard Operating Procedures (SOPs) for our Document <br />Conversion process, which are designed to ensure the accurate digitization of our customers' <br />documents. Our SOPs include the establishment of documentation for each unique application, <br />acknowledgement of training for each operator involved in the application, tracking and logging of <br />tasks and operators, and Quality Assurance (QA) inspections with corresponding corrective actions. <br />Our Imaging Center staff is thoroughly trained on our procedures, and adherence to the SOPs is <br />regularly verified through site inspections conducted by our Internal Audit Team. <br />As depicted in Figure 8, our digitization process includes eight steps to produce the highest quality <br />results. <br />Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.13 <br />  <br />  <br />City Council 9 – 71 12/5/2023