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<br />Scope of Work: 7-Step Process <br />The imaging process for your permanent records consists of preparing, scanning, and indexing the document <br />with quality checks throughout each phase of production. We have included an attachment that displays the <br />workflow of this project. <br /> <br />1.Packaging, Boxing, and Transporting Records: RCI will retrieve the documents and transport them <br />to RCI in San Antonio, Texas for purging (upon request), preparing, scanning and indexing. RCI will <br />process and image records by completing the following functions listed below. RCI offers optional <br />services for boxing records that are filed in cabinets or shelving units. Additional fees apply. <br /> <br />2.Document Preparation: RCI will prepare all documents for the scanning function. We will remove <br />staples and paper clips, mount or copy any under-sized documents and tape any torn pages, if necessary. <br />These documents will then be staged for the scanning process. <br /> <br />3.Document Scanning: RCI will scan all selected documents found in the files. We will perform a scan <br />quality check by visually inspecting each image and perform enhancements when necessary. Please note <br />that scanning is only offered for standard office paper sizes (letter, legal, file folders, 1 paper, and <br />smaller) and images will be in 200 dpi (dots per inch). <br />incur additional fees. Optical Character Recognition (OCR) enabling full-text searchable images is <br />offered for an additional fee on standard sized paper, yet not available on oversized documents. <br /> <br />4.Document Indexing: RCI will index each record with up to 3 index fields. Index fields for the various <br />type of records will be coordinated prior to beginning the scanning process. RCI will also coordinate the <br />masking, formatting and delimiters to be used for the index values. Additional index fields can be <br />supported, and additional fees would apply. <br /> <br />5.Final Audit and Quality Control: RCI will conduct a final audit of the document image database to <br />ensure that 100% of all documents have been captured, the images are sufficient to reproduce the record, <br />and the images are appropriately indexed and accessible. <br /> <br />6.Delivery of Image Database and File Access Software: Electronic file images will be created at <br />completion of the scanning process. The scanned images will be provided electronically via FTP or on <br />an external storage media, such as DVD, USB flash drive, or USB hard drive only if the client requests <br />the scanned images in PDF format. Images can also be viewed with the purchase of the PaperVision® <br />Enterprise (PVE) software or the ImageSilo® hosted document management service. <br /> <br />7.Post-Project Records Disposition: After the project is completed, there are two options for disposition <br />of the physical documents. RCI can return the documents to the client or request RCI to complete <br />document destruction services for these records. <br /> <br />2 <br /> <br />--amelton@rcitech.com <br /> <br /> <br />