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