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RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan _ <br />City of Santa Ana Public Works Agency March 21, 2016 <br />Task 0.3 Monthly Status Reports <br />This task will entail providing written progress reports to the Agency's Project Manager <br />each month. Progress reports will outline the status of the project, including the following, <br />as appropriate: <br />• Project Status Dashboard <br />• Description of progress made during the reporting period <br />• Deliverables completed and delivered during the reporting period <br />• Outstanding issues and recommendations for resolution (if any) <br />• Scope, cost and schedule integrity status <br />Deliverable 0.3: Monthly Status Reports <br />This task will entail conducting an overall needs assessment of the agency's current <br />records management business practices while evaluating existing system and <br />resources throughout the Agency. <br />Task 1.1 Document Inventory <br />This task will entail carrying out an onsite physical document inventory of existing <br />hardcopy, microfilm and Microfiche documents at PWA. The document inventory will use <br />a linear inch approximation method of documents contained in filing cabinets /boxes. The <br />data collected in this task will be used to establish a baseline of quantity /types of <br />documents currently processed and stored by business units. This information will be <br />referenced in subsequent tasks, primarily the Taxonomy task. <br />This task will entail documenting the findings of the document survey. The data collected <br />in the document inventory will be compiled, Including the following: <br />• Department /Division /Business Area <br />• Inventory Date <br />• Record Series <br />• Location of document: Building, floor, areas (as appropriate) <br />• Format: letter, legal, C, D, E paper formats, Microfilm, Microfiche <br />• Linear Inches (or rolls in the case of Microfilm) <br />• Total Number of Documents <br />• Retention policy / legal requirement (if known) <br />This information will be used in subsequent tasks, i.e., in developing the taxonomy and <br />developing recommendation In Phase 3, ECMS Implementation Plan. <br />Assumptions: <br />1. To avoid misunderstanding or delays, PWA staff will be notified in advance of <br />ThirdWeve's Inventory team's presence, and the purpose for being in their areas. <br />2. The Agency will provide a guide to accompany the ThirdWave survey team in each <br />departmenf/floor or, each department will make one contact person available in each <br />business unit to provide access to document storage locations for the ThirdWave <br />document survey team. <br />3. Documents will not be read by ThirdWave staff. <br />4. Documents stored in staff cubicle will not be Inventoried. <br />Proposal <br />© 2016 4 <br />ThlydWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F <br />25D -34 <br />