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2. Requirements <br />The requirements stated herein are based on meetings between COSA and Accuflex and the sample <br />microfilm rolls and microfiche sheets provided by COSA to Accuflex. The samples are representative of <br />those to be scanned by Accuflex. Requirements defined here are a guide and may be modified as jointly <br />agreed upon between COSA and Accuflex. <br />Confidentiality <br />Records provided by COSA shall be considered strictly confidential. Only authorized Accuflex personnel <br />required for conversion shall have access to records provided by COSA, and the purpose for such access <br />shall be solely for conversion. <br />Process Overview <br />COSA will prepare microfilm rolls and microfiche sheets into batches to be picked up or delivered to <br />Accuflex for scanning at Accuflex's office. <br />Accuflex will scan and convert COSA's microfilm and microfiche images to digital images and temporarily <br />store them in Accuflex's Laserfiche system. <br />Accuflex will export the scanned images and provide them to COSA via a secure Laserfiche FTP site or <br />delivery on CD / DVD for import into COSA's Laserfiche system. <br />Laserfiche System Version <br />Accuflex will maintain compatibility of the exported Laserfiche Briefcase / Volumes with the version of <br />Laserfiche used by COSA. COSA's Laserfiche system that will house the Fire repository is currently on <br />Laserfiche Server version 7.21. COSA may upgrade to version 8.x during the course of the conversion <br />project and will notify Accuflex of its upgrade timing. <br />Scan Settings <br />• Accuflex will scan the images at 200 dpi. <br />• Accuflex will scan in Black and White by default unless COSA requests Grayscale prior to batch <br />pickup / delivery. However, Accuflex may elect to scan in Grayscale if it deems necessary for <br />acceptable quality. <br />Index Template <br />A Laserfiche Index Template named "Fire" will be used for Fire records with its Field structure defined <br />below (subject to change). Not all fields will be used for all document types. <br />Field <br />Type <br />Document Type <br />List 20 List Values: Incident Reports, Property Info, HAZMAT / UST <br />Street Number <br />Char 20 <br />Direction <br />List 2 List Values: N. S. E. W. <br />Street Name <br />Char 40 <br />Street Suffix <br />Char 20 <br />Unit /Suite # <br />Char 20 <br />Date <br />Date <br />Date Range <br />Char 21 <br />3 of 6 <br />