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<br />Iron Mountain Government Solutions City of Santa Ana Document Storage <br />and Imaging Services <br />x Rush (After Hours/Weekend/Holiday): Orders placed after 3 pm on a weekend, holiday, or <br />after business hours will be delivered within 4 hours of receipt of the order. <br />Barcoding and Chain of Custody (Exhibit I, Record Storage, items b and c) <br />Iron Mountain’s key tool to successfully provide inventory management begins with our proprietary <br />inventory tracking system, SafeKeeperPLUS (SKP). SKP Inventory Control module manages the <br />physical movement of every carton and file in our record centers <br />by tracking records throughout their life cycle. As cartons are <br />Iron Mountain scans barcodesreceived at Iron Mountain, they are barcode-scanned into our <br />system and given a unique identifier that will stay with that <br />carton for its complete life cycle. New cartons are scanned at the <br />dock, and again at the unique storage location that corresponds <br />to the carton barcode. Once a carton is scanned into SKP, all <br />further transactions are consequently recorded, building an <br />as each item is shelved, <br />providing rigorous chain of <br />custody controls. <br />ongoing audit trail of activity. SKP provides redundant processing and barcode tracking to location <br />results in system-driven inventory accuracy and can update the status within 24 hours of activity - or <br />less. <br />Barcodes are scanned as each item is shelved. Iron Mountain is one of the few records <br />management companies to scan each carton into a location. This extra step confirms not only <br />that cartons have been received at our loading dock, but also that they have been accurately stored <br />in the storage system. Our record center operations leverage barcode technology to reduce data <br />entry errors and to validate accuracy as part of our total quality processes as follows: <br />x <br />x <br />Carton ID barcode — Each carton is identified with a unique SKP barcode number to allow <br />Iron Mountain to track carton activity by scanning the ID barcode. <br />Location ID barcode — All storage locations are barcoded with a unique number cross- <br />referenced in SKP to a full address indicating capacity, carton size and client ownership. This <br />extra step confirms that cartons have been received at our loading dock and accurately <br />stored in the storage system which can guarantee that records are correctly located and <br />available for efficient retrieval. <br />x <br />x <br />Retrieval label barcode — All items (cartons or files) retrieved from Iron Mountain are <br />barcoded with retrieval labels. These labels distinguish returning items (refiles) from new <br />storage items (receiving and entry); they also specify item requestor and mail codes to assist <br />with delivery directly to the requestor. When items are refiled, Iron Mountain personnel scan <br />the retrieval labels along with the refile labels and location IDs to ensure accurate refiling. All <br />retrievals are scanned prior to being retrieved to prevent incorrect cartons are retrieved and <br />scanned again upon return to ensure they have been returned to the correct records center. <br />"File out" card barcode — Two barcode labels are printed for file retrievals. One label is <br />affixed to the file and the other to a "file out" card. File out cards are placed inside home <br />cartons when files are retrieved. When a file is refiled, the correct file out card must be <br />removed and scanned to confirm accurate refiling. <br />File Indexing and Validation (Exhibit I, Record Storage, items d and e) <br />As a part of the transfer of legacy records, SAHA and COSA will be able to migrate historical <br />metadata for each transitioned box as well as metadata for the unique files contained within boxes. If <br />SAHA and COSA’s existing records have barcodes on the box or file, Iron Mountain will utilize the <br />box barcodes to perform a ‘marriage’ scan to the new SKP carton ID barcode. Upon receiving a data <br />upload, this information can be stored in our inventory tracking system, allowing the agency to <br />search for, and match, boxes or files using their historical information via the IMConnect web portal. <br />Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.11