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<br />Iron Mountain Government Solutions City of Santa Ana Document Storage <br />and Imaging Services <br />example, backsides containing information but not scanned will be rescanned and inserted into the <br />multipage file in the correct sequence at no cost to SAHA and COSA other than the per image cost. <br />Document Conversion Indexing (Exhibit I, Document Imaging Services and Storage <br />[Optional], item b) <br />We create the necessary metadata fields to support standard search functionality to access the <br />documents or data captured. For the highest achievable indexing accuracy, Iron Mountain applies its <br />special indexing process (double-blind keying). Double-blind keying of the prime index field (e.g., <br />employee ID number) entails two Indexing Technicians keying the same metadata for the record and <br />polling the results. Any discrepancy is mitigated by the Quality Control Inspector. <br />Document Conversion Storage (Exhibit I, Document Imaging Services and Storage <br />[Optional], items q, n, p, c, d, e, f, g ) <br />Our experienced database engineers are equipped to handle unique customer database <br />requirements. The database of digital images and associated indices are converted to the required <br />file format and directory path specified by SAHA and COSA, and then validated to the specifications <br />before the actual deliveries. The resulting database is then encrypted and burnt onto a secured <br />external hard drive (or CD, DVD, or other output) as the final product deliverable. Once the project is <br />complete, we deliver the encrypted database along with the associated indices to the customer. <br />Iron Mountain offers SAHA and COSA the following best practices we recommend for storing <br />external hard drives or disks: <br />x Utilize a climate controlled environment to protect the media from extreme temperatures, <br />humidity, or dust. <br />x <br />x <br />Media should be in a secure facility to protect against unauthorized access. <br />Storage should include fire protection measures such as smoke detectors and fire <br />suppression systems. <br />x Incorporate redundancy and backups with duplicate copies in a disparate location. <br />Regarding the electronic files, our recommendation is to store them in a cloud repository such as <br />Iron Mountain’s Insight solution. Please refer to our price proposal for details on InSight. InSight <br />retains electronic files securely in the cloud with advanced encryption and robust data management <br />features for easy access and compliance. Key elements aligned with the Scope of Service include: <br />x When electronic records are successfully uploaded, Iron Mountain's Insight solution notifies <br />the user through automated alerts and notifications via email or within the platform, ensuring <br />SAHA and COSA receive real-time updates on data uploads. <br />x Regarding an ASCII version, this can be accomplished in several different formats including <br />CSV, XML, Flat File, or the ASCII version. The metadata will be included in the file <br />referencing the captured image. <br />x <br />x <br />We will build a merge and quality check of the two databases during our implementation <br />deployment and after rigorous internal and external testing prior to production. <br />Prior to the export of image and metadata, we conduct a Quality Assurance process based <br />on ANSI standards. The data will not be released unless these standards are met. <br />Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.15