INTRADEPARTMENTAL CORRESPONDENCE · 4/20/2016 · committed to document imaging services and profit gained from those services. Proposer's Qualifications and Experience B: 10% •

CITY OF LOS ANGELES DEPARTMENT OF WATER AND POWER

INTRADEPARTMENTAL CORRESPONDENCE

Date: April 14, 2016

To: Retirement Board Members

From: Linda P. Le, Retirement Plan Manager

Subject: Board Agenda Item No. 6: Interview and Selection of Vendor for Scanning Services; and Possible Action (April 20, 2016, Special Retirement Board Meeting)

Recommendation

That the Board of Administration (Retirement Board) of the Water and Power Employees' Retirement Plan (Plan) consider the recommendation of the evaluation committee to interview the four vendors listed below and to select a vendor to conduct the scanning of active and retired member files:

a) DSSI b) Iron Mountain Information Management Services, Inc. (Iron Mountain) c) Metasource Holding, LLC (Metasource) d) Ricoh USA, Inc. (Ricoh)

Summary

The Retirement Board requested staff to resume efforts to contract with a vendor to complete the scanning of active and retired member files. Staff released the Request for Proposal (RFP) on February 4, 2016.

Eight vendors responded to the RFP. All vendors tentatively passed the minimum requirements. Four vendors indicated confidential financial and/or insurance information would be provided at the time the list of finalists is announced.

The written proposals were reviewed in depth by each member of the evaluation committee and applied a standardized RFP scoring process. The evaluation included three components: 1) written proposal, 2) site visit, and 3) reference checks.

The written proposal examined the following categories and respective weights for each:

Proposer's Qualifications and Experience A: 10% • Includes but not limited to number of years in the industry and the amount of resources

committed to document imaging services and profit gained from those services.

Proposer's Qualifications and Experience B: 10% • Includes but not limited to evidence of recent clients wherein the vendor performed work

similar in size and complexity to tasks described in the statement of work.

Organizational/Management Approach to Work: 10% • Includes but not limited to proposed team roles, project schedule, risk management, and

disaster recovery/business continuity processes.

6.1

Qualifications of Key Personnel: 10% • Includes but not limited to experience of key personnel, turnover rate, and background

checks.

Technical Approach: 20% • Includes but not limited to an understanding of the statement of work and knowledge of

the equipment, systems, and personnel resources required for the project.

Security Measures: 20% • Includes but not limited to the ability to demonstrate sound security

measures/practices/facilities with respect to transportation, custody, storage, and transfer of paper and electronic confidential records.

CosUFee: 20%

Concurrently and as needed, site visits and reference checks were requested for the vendors. The reference questionnaire requested information in various areas including, but was not limited to satisfaction levels in quality, contract compliance, timeliness, responsiveness, and security. The site visit involved a tour of the facility and demonstration of the workflow. The vendors were rated based on pass/fail criteria provided below. An unacceptable rating in any area resulted in a failure of the site visit and RFP process.

• Chain of Custody • Organization of Workflow • Tracking of Files • Quality Assurance • Reporting Activities • Security of Physical Files During Transportation • Security of FacilityNisible Risks • Security of Records and Storage Areas • Security of Data/Images and Storage

The site visit eliminated four of the vendors due to inadequate physical security measures, inability to demonstrate proficiency through ongoing operations, and/or failure to demonstrate adherence to basic security protocols.

The four remaining finalists passed the reference and background checks. Staff recommends selecting one to complete the scanning of the active and retiree files.

The following document is attached:

• Resolution No. 16-87

L~~ Veron~f 1Y Utility Administrator

LPLNM:mea

6.2

RESOLUTION NO. 16-87

RESOLUTION TO SELECT A VENDOR TO PERFORM DOCUMENT IMAGING/SCANNING SERVICES FOR THE PLAN

WHEREAS, the Board of Administration (Retirement Board) of the Water and Power Employees' Retirement Plan (Plan) released a Request for Proposal (RFP) for a contract to complete the scanning of active and retired member files; and

WHEREAS, staff evaluated eight proposals and found four respondents, DSSI, Iron Mountain Information Management Services, Inc., Metasource Holding, LLC, Ricoh USA, Inc., capable of performing the scanning services in accordance with the RFP requirements; and

WHEREAS, at its regular meeting on April 13, 2016, the Retirement Board considered staff's recommendation to interview the four finalists; and

WHEREAS, at its special meeting held on April 20, 2016, the Retirement Board interviewed the four respondents; and

WHEREAS, the Retirement Board selected Metasource Holdino. LLC to provide scanning services for the Plan, subject to agreement of the contract terms.

NOW, THEREFORE, BE IT RESOLVED, the Retirement Board President and Retirement Plan Manager are hereby authorized to enter into a contract with Metasource Holding, LLC pending negotiation of contract terms.

I HEREBY CERTIFY, the foregoing is a full, true, and correct copy of a Resolution adopted by the Retirement Board of Administration [created by Section 1102 (b) of the Los Angeles City Charter] at its special meeting held on April 20, 2016.

6.3

Linda P. Le Retirement Plan Manager

DSSI Water & Power Employees’ Retirement Plan

Document Imaging Project April 12, 2016

● Operating since 1996, DSSI is a full-service solutions provider of document

scanning, document management, and enterprise content management to

both large and small organizations in the government, commercial,

entertainment, and healthcare communities

● DSSI is a DBA of the ACT-1 Group, Inc., a privately-held global

organization, operating multiple business-solution companies, including

A-Check Global, AppleOne Staffing Solutions, and Agile-1 Workforce

Solutions.

About DSSI

About DSSI, continued

The ACT-1 Group DBA DSSI is certified as a Woman and Minority

Owned Business Enterprise (WMBE)

Project Objective

To provide transportation, scanning, and indexing services on

approximately 15,000 folders or two million images, and deliver

the resulting digital images by Secure File Transfer Protocol

(SFTP) for ingestion into the WPERP Data Management

repository

DSSI will provide these services securely, confidentially, and

expeditiously

DSSI Scope of Work

In accordance with a mutually agreed upon schedule, DSSI will:

1. Go to client site to box, tape, and deliver files directly to DSSI

facilities in a DSSI owned and operated vehicle

2. Upon arrival at DSSI facility, boxes will entered into the DSSI

Tracking System

3. Files will be prepped for imaging and barcode sheets will be

inserted to indicate document types and separation

4. Documents will be scanned with OCR at 300 DPI, as bi-tonal,

and checked for quality assurance

5. Indexing of files shall follow the naming convention as

established on the barcoded coversheet provided by the client

DSSI Deliverables

The deliverables of this project include:

Each folder is to be converted into one multi-page PDF that is

legible, OCR searchable, and transmitted onto the client FTP

site

Return hardcopy documents in good order and condition to the

client facility after imaging completion

Labeling and taping of boxes shall follow client guidelines for

security and confidentiality

Completion of this project is not to exceed one year, but is

preferable within 6-months

DSSI Experience

In our 20 year history, DSSI has never had a single security

breach all while having served a large variety of complex

industries and having processed millions and millions of highly

sensitive records, including:

Medical Records

Human Resources Files

Bank Records

Insurance Files

Court Documents

Aerospace Designs

DSSI Personnel

The DSSI Imaging Production Team that will oversee this project consists

of production managers, project managers, and technicians each of

whom bring at least 15 years of document imaging experience.

Tom Talamantez, Division Vice President – 20 years of industry

experience, 6 years with DSSI

Sean Hale, Director of Operations – 15 years industry experience, 12

years with DSSI

Lisa Watson-Bell, Production Manager – 15 years industry experience,

15 years with DSSI

Gloria Zamora, Lead Imaging Technician – 15 years industry

experience, 15 years with DSSI

DSSI Client References

DSSI has excellent client references doing work on similar projects:

Client: Aerojet Rocketdyne, Service Dates: 2005 to Present

Description: Scanning services for a volume of well over six-million pages for

various departments on Aerojet campus, including human resources, accounts

payable, and medical.

Client: Ventura County Medical Hospital, Service Dates: 2011 to Present

Description: Large scale scanning project of medical records with a volume of

over 25-million images for the hospital and 32 affiliated clinics.

Client: City of Laguna Beach, Service Dates: 2004 to Present

Description: Scanning services in a volume of over one million pages,

ranging from building and planning documents to large-format blueprints.

DSSI Sample Client List

© 2010 Iron Mountain Incorporated. All rights reserved. Iron Mountain, the design of the mountain and Digital Record Center

are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries.

Document Conversion Services Overview

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Water and Power Employees' Retirement Plan

Agenda

WPERP Requirements

Document Conversion Solutions Overview

The Value of Document Conversion Services

Document Conversion Services Workflow

Customer Case Studies

3

Requirements:

• Segment 1 - Retiree Member files

• Segment 2 – Active Member files

• Timing – 6 months to 12 months to complete

• Project:

• 15,000 Member Files

• 110 pages each (approx. 1,980,000 images

• WPERP to provide bar code sheets for indexing

• Searchable PDF

• Standard file output .CSV through sFTP

• Documents delivered back to WPERP

4

- Founded 1951 - Strong business and financials

- Traded on NYSE:IRM - Part of S&P 500 - 2013 Revenues: $3+ Billion - 94% of Fortune 1000 served

- 140,000+ corporate clients in 36 countries

- 15,000 employees

Global Information Mgmt. Platform

• 1000+ Locations in 36 Countries

•North America: 64+ million square feet

• 8 underground facilities

• 7 global data centers

• 63 million images per month

• 16 million trips per year

Global Information Protected

• Physical : 448M CuFt Paper records stored.

• Electronic: 75M Media Storage

• 21,500 Servers protected

• 3.3M PCs protected

• 9B Emails protected

Who is Iron Mountain?

5

Enable compliance

with corporate &

external mandates

which impose

standards &

regulations

Provide seamless

access to information

any time, any place

Deliver a complete,

integrated,

collaborative platform

for information

management

Manage hybrid

information while

transitioning from

Physical to Digital

ACCESS INFORMATION MANAGEMENT

TRANSITIONING

Providing Solutions

To Our Customer’s Most Critical Challenges

COMPLIANCE

6

Document Management Solutions

Document Management Solutions help you create a comprehensive document management program that gives you complete visibility and access to all your business records - where and when you need them.

control

visibility & integration

document integrity

manage it

access it

store it

Common Pain Point Empowering Solution

The Efficiencies of Business wrapped in a seamless and secure package

7

Document Management Solutions

Digital Information Access

Conversion Physical Information

Access

Iron Mountain Solution

Technology & IP Security & Chain of Custody

RM Expertise Footprint Lifecycle Solutions Process & Procedures

8

Solution at-a-glance

Document Conversion Services

Provides fast access to your most essential business documents

while adhering to your budget requirements

On-site and off-site availability

Ensure best practices for document security, access, and compliance

Iron Mountain can perform document conversion or manage the conversion process

A seamless interface with your in-house Electronic Document Management (EDM) system or Iron Mountain-hosted image archive

Intelligent scanning: scan only what you need, when you need it

9

Intelligent Scanning

Scanning

choices

100% Conversion

Abstract

Scanning

Image On

Demand

% Retrieved

Speed

of Access

Distributed

Access

Retrieval

requirements

0%

% of

Documents

Scanned

100%

Day Forward

Back File

Conversion

choices

10

Document Conversion Workflow

11


Hardware

State-of-the-art production-level scanners equipped with automatic

document feeders and flatbeds

Special-purpose scanners are located in select sites to handle

specialized requirements such as large format or book and microform

(roll microfilm, microfiche, microfiche jackets and aperture cards)

A standard-configuration PC is connected to Iron Mountain’s

wide-area network is used for each scan station

12


Software

Standard Kofax® Capture software is implemented in an Enterprise

environment

Provides batch process control and sequencing and can generate a

wide variety of output to feed business and content management

systems

Automated capabilities include barcode recognition, Optical Character

Recognition (OCR), hand writing/hand printing recognition (ICR), mark

recognition (OMR), forms recognition and data match and merge

Centralized management for all distributed scanning locations

13

Customer Case Study: Schering-Plough

The company wanted to reduce processing time, improve productivity, and provide a more self–

service approach to accounts payable, in order to provide greater efficiency and service to its

national accounts

Iron Mountain designed and implemented a solution that makes documents immediately

available to over 250 authorized employees at locations around the country. Schering-Plough’s

complete solution consists of Image On Demand and Day-forward scanning of accounts

payable files, Image On Demand scanning and storage of microfilmed accounts payable files in

Boyers, PA and the Digital Record Center® for Images for image hosting

Schering-Plough has reduced costs and improved operational efficiency. In addition, the

company has been able to leverage the Iron Mountain solution to address several other

document challenges, and plans to continue adding applications in the future

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The Iron Mountain Difference:

Employee Screening & Training

– Comprehensive background checks as a standard component of new hire process

– Detailed training guides and Standard Operating Procedures

– New Role Readiness curriculum delivers technical knowledge and operating philosophies that a driver needs to succeed

– Special safety and security screening for our destruction specialists and equipment operators

– Mandatory Code of Ethics and Security and Compliance Awareness training

© 2010 Iron Mountain Incorporated. All rights reserved. Iron Mountain, the design of the mountain and Digital Record Center

are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries.

Find More Information at:

www.storeaccessmanage.com

Thank You!

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Presentation Prepared For

Agenda

1234

Introductions

MetaSource Company Overview

MetaSource Solutions Overview

Question and Answers

Who is MetaSource?

900 Associates Worldwide – Over 400 BPO Engagements Nationwide 300 Mortgage Clients 6 US and International Operations Standardized and Redundant operating

platforms and locations Security Management & Compliance – 3rd

Party Certifications All PCI Level I and AT 101 Type 2 Certified

Mesa, AZ

Draper, UT

Bristol, PA

India

China

A provider of technology led Business Processing Outsourcing services

Anaheim, CA

Services Overview

Business Process Services

Process Consulting

Specialization & Solutions

Partnership Collaboration

Conversion & Data Capture

Services

High Volume Secure Scanning

Data Processing

Platform Applications

Content Management

Services

System Design & Integration

Software Solutions

Support & Customization

Customer Experience

Services

Contact Center Capabilities

Program Deployment

Client Engagements

Implementation and Account Governance

IT / Professional Services

Resources

Implementation Methodology

Account Governance

Who we are

Technology driven provider of Business Process Outsourcing (BPO) / Business Process Management (BPM) services integrated with Enterprise Content Management (ECM) / workflow solutions, Compliance/Audit services and customer experience processes to meet our clients’ goals and objectives.

MetaSource Account Governance Team

Relationship management on a day forward basis consists of the following resources:

Account Owner and Executive oversight Hal Redjai| SR. Director Business Development

Account Manager-Customer Relationship Manager Mike McCluskey| SR. Director –Strategic Account Mgmt.

Operations & Project Mgmt. Steve Cooley| Director of Operations- West Region

Technical Account Resource Uriel Magallon

Production Support Rubi Alvarez

WPERP Account Management Team

WPERP Account Management TeamName Title Years of relative

Experience Role and Responsibilities

Hal Redjai Sr. Director-BusinessDevelopment

27 years • Account Owner• Main Advocate for the client • Scope of work oversight • Executive Escalation Point of Contact• Review the results, quality, and timeliness of MetaSource overall

performance.

Mike McCluskey Sr. Director-Strategic Account Management

25 years • Assign and coordinate the project activities with WPERP & MetaSourcepersonnel.

• Provide support, as outlined, for each phase of the project.• Review the results, quality, and timeliness of MetaSource overall

performance.• Meet with the WPERP Project Director or designee concerning problems,

modifications, contractual obligations, etc., as requested.

Steve Cooley Director of Operation 30 years • Plan and direct the implementation and production phases of the project.• Plan and coordinate MetaSource efforts on the project with the WPERP

representatives.• Provide WPERP with the required Monthly and/or Weekly Status and

Performance Reports.• Be available at all times for problem resolution.• Ensure that supervisory, and operations staff are aware of the responsibility

for security of all WPERP materials and trained to handle documents and files in a secure manner at all times.

System Security & Operational

Controls SSAE 16 (SAS70) and PCI

Compliance

24\7 System monitoring

Stringent internal and third

party audit programs; (PCI &

SSAE 16).

Enterprise-Wide information

security and polices

Secure Data transmission

Chain of Custody – Audit Trails

Intrusion detection

management

Environmental facility and

data center controls.

Secure Processes and Infrastructure Personnel Security and Business

Continuity Background Verifications

Confidentiality Agreements and

NDA’s

Business Continuity\DR

Training: Security Awareness,

Code of Conduct and HIPPA (If

applicable)

Employee Policies

Hosted environment replicated to

geographically separate site

Business continuity and Recovery

programs

Tested backup and restoration

process

WPERP Project Overview.

Project Time-line ( BRD thru Completion)

Business Requirements Document (BRD)- Key Points Prior to any services being rendered,

MetaSource and the WPERP will establish a mutually agreed upon Business Requirements Document (BRD).

Step by step process documentation

Includes all business rules, associated business and technical requirements.

User acceptance sign-offs prior to any production

Issue Resolution and Remediation processes

Documentation of all service level agreements

Project Timeline-Key Points MetaSource will adhere to all WPERP

Project timelines

Project slated to complete within 31 weeks. ( this timeline includes Kick-off, and testing)

MetaSource will commit to 99.9% SLA on all timelines

Project Approach- WPERP Facility and transport

Key Points-On-site prep and transportation MetaSource will train and have staff readily available to

provide As-Needed Doc prep services; i.e. sorting, boxing, purging, and manifesting

Material Gathering and packing will be done in concert between WPERP staff and MetaSource On-site agent. MetaSource will provide all materials to ensure secure transport

Boxes will be transported NON-STOP directly to production facility.

MetaSource will commit to 100% SLA on all pickups

Transportation

Material Gathering

On-site File Prep

Prep Capture ImageQC

Data Entryvalidation

Conversion Process

In-take Prep Capture ImageQC


Conversion Process

In-take QA Image Delivery

Project Approach-Intake and Prepartion

Key Points-Intake and Document Prep Material will be unloaded and reconciled to the bill of lading.

Boxes will be inspected for tampering.

Inventory list and barcoded file separator will be created per box. The documentation will be distributed to a document preparation clerk with the corresponding box.

Box number and employee number will be captured for each box for tracking purposes.

MetaSource will commit to 99% SLA document Prep

Transportation

Material Gathering

On-site File Prep



Conversion Process

In-take Prep Capture ImageQC


Conversion Process


Project Approach-Image Capture/Scan

Key Points-Capture/ Scan Prior to any scanning MetaSource will establish baselines and

adjust or proper scanner settings to ensure highest overall quality.

All pages will be scanned in duplex format (front and back captured at one pass).

All pages will be scanned at 300dpi bi-tonal.

Scanning operators will verify all Images to ensure no pages are missed at scan.

All images will be a mirror representation of the original.

MetaSource will commit to 99 % SLA on Scan quality and 100% on page capture

Transportation

Material Gathering

On-site File Prep



Conversion Process


Project Approach- Image QC

Key Points-Auto Indexing & Image QC and Barcodes will be read and matched to the inventory list All images will be imported to MetaSource image enchantment

module to undergo image cleanup Image cleanup to include

De-skewing, de-speckling, and smear removal; Blank back side page recognition and removal (based upon

predetermined pixel counts /threshold settings); Separator sheet removal; Background smoothing; Contrast adjustment.

MetaSource will view 100% of all image thumbnails to ensure quality.

MetaSource will commit to 99% SLA on indexing



Conversion Process

In-takeTransportation

Material Gathering

On-site File Prep

QA Image Delivery

Project Approach-Data Entry & Data Validation

Key Points-Indexing and Data Validation Data entry immediately follows the QC Step.

MetaSource will capture the file ID utilizing automated barcode capture (or manual data entry method when a barcode target fails to read correctly).

The client specific data entry and indexing schema will be outlined in the statement of work prior to start of production.

MetaSource will commit to 97% SLA on all Manual Data Entry, and 99.9% on automated data entry.



Conversion Process


Material Gathering

On-site File Prep

QA Image Delivery

Project Approach- Quality Auditing

Key Points-QA MetaSource will QC 100% of the images.

In addition to 100% image QC, MetaSource will review 2% of the files for accuracy. MetaSource will perform an “Image to source document” review of images.

MetaSource performs all QA process on SIX SIGMA philosophy

MetaSource will evaluate the findings, to create a corrective action plan through operator re-training or system enhancements

MetaSource will also utilize the findings to calculate and report the quality against Service Level Agreements (SLA). All SLA’s will meet or exceed WPERP’s established baselines for quality

MetaSource will commit to 99% SLA .



Conversion Process


Material Gathering

On-site File Prep

QA Image Delivery

Project Approach- Image Output

Key Points-QA MetaSource output all images to WPERP’s requirements.

All Images will be is a Searchable PDF format

Files will be processed with OCR software and store the resulting text in the PDF file with the image. Processing will be single pass with no manual intervention for exceptions.

Remove any pages that have no text data resulting from the OCR process (these would be pages with bleed through, excessive speckling, etc. that were missed during the first blank page removal process due to large file size).

Completed image files will be uploaded via secure FTP

MetaSource will commit to 99% SLA .



Conversion Process


Material Gathering

On-site File Prep

QA Image Delivery

Project Approach- Other Conversion NotesReview & Acknowledgment

Upon return of the boxes from MetaSource, WPERP will review the delivery and provide an acknowledgement of receipt and any discrepancies found.

Any discrepancies reported will be corrected and re-submitted. Any error reported that impacts the original report, will be updated and re-submitted to ensure data accuracy.

Access to Records/Scan on demand/File retrieval and request fulfillment.

During the conversion process, MetaSource will pull and fulfill any document request within 24 hours. Once the WPERP issues a request for a file/ document/record, MetaSource will prioritize the processing of the requested item and either provide an electronic copy (scan on demand) of the file or ship the hard copy back to the WPERP.

SLA 100%

Box Storage & Final Disposition

Boxes will be returned at the time of each subsequent pickup

Water and

Power

Retirement

Pension Plan

Digital Imaging RFP

Agenda

2

Ricoh Overview

Introductions

BIS Overview

Why Ricoh?

Assumptions and Pricing

Questions

Who is Ricoh?

3

193 countries and territories

Industry leader in document management

107,000+ Employees Worldwide

Worldwide sales of $23billion

year end March 2013

Founded in 1936

Cert no: FS 33325

Quality Management System

ISO 9001:2008

Cert no: EMS 61761

Environmental

Management System

ISO 14001:2004Cert no: OHS 556746

Occupational Health

& Safety Management System

BS OHSAS 18001:2007

Cert no: IS 85241

'Information & Data Security

Management System

ISO 27001:2005

Fortune 500 global company

Ricoh AmericasCorporation

AmericasHeadquarters

Malvern, USA

Ricoh Europe PLCEuropean

HeadquartersLondon, UK

Ricoh AsiaPacific Pte Ltd

Asia Pacific& China HQ

Singapore

RicohCompany, Ltd.Global Corporate

Headquarters

Tokyo, Japan

Ricoh Japan Corporation

JapanHeadquarters

Tokyo, Japan

Ricoh USA Ricoh Canada Ricoh Latin America US Technology CenterRicoh Global Services

Americas

• Experience & Growth

• 30+ years experience

• 10% growth YoY

• Leadership in Managed Services

• 9,000+ on-site Managed Services Employees

• 2,550 US Managed Service clients

• 847 global account Managed Services sites with

3,425 employees

• 60% Mail Center accounts

• BIS Information Centers

• 480 employees

• National Network of Processing Centers

• 3 Technology Centers

• Largest National footprint for Conversion Services

Malvern, PA Miami, FL Cupertino, CA Atlanta, GAToronto, Canada

Ricoh Americas Industry Leadership

# of Companies in the

Global 500 that do

business

with Ricoh

350

Ricoh Americas At A Glance

Our Services

5

Microfiche Conversion

BusinessProcess Services

Accounts Payable Automation

Digital Mail Automation

Backfile Scanning

Microfilm Conversion

Accounts Receivable/ Lock box Management

We deliver services to

improve the way your entire

organization works,

collaborates and shares

information.

Day Forward Services

6

Overview Service Centers and Security

National Footprint of Processing Centers

24/7 availability

Independent and secured network in each facility

Stand-alone mobile infrastructures

Scan and print capacity of over 50 million pages each per month

Trained in HIPAA and PII management

Employee background checks, drug testing and confidentiality agreements

SFTP using AES 256-bit encryption

Documented chain of custody

1-to-1 scan operator to QC operator ratio

Service Organization Controls(SOC) Type 2 audit

Safe Harbor certified for all processing centers ◄◄

6

Why Choose Ricoh’s Imaging Services?

7

Our engineering expertise and the strength of our nationwide network of BIS Source locations are

unprecedented in the industry. Our strengths can be summarized in the following categories:

Deadline Completion

Service Quality Options

Security and Confidentiality

Digital Expertise

Off-site Imaging Workflow

8

Transport

• Ricoh picks up boxes of files and takes to our location

Receipt

• Inventory Control

Document Preparation and Scanning

Image Quality Control

Reassembly and Paper Disposition

• Return boxes of original files per conversion plan schedule

Index Capture

• Automated index extraction via bar code recognition (Optional: Forms Recognition, ICR, OCR, OMR), or manual key-entry from image

Index Quality Control

• Inspection/validation of index data capture results and manual data repair, where necessary

• Validation against database extract (if available)

Delivery Media Recording

• Recording of final work product to output media

Final Quality Control

• Check finished product

• Media labeling

Delivery

• Ricoh delivers image and index files and corresponding transmittal reports

Assumptions/Specifications

Ricoh will perform document preparation and scanning at Ricoh’s BIS Source location in Los

Angeles, Calif.

Condition of paper – The paper is of suitable quality to support high-speed scanning.

Ricoh will convert approximately 2,000,000 images. Each double sided page count as one

image.

Ricoh will convert all pages received.

Document preparation is defined as “Heavy Prep.” Please refer to Appendix A for definition of

grades.

If requested Ricoh will go on-site to work with LAWAP to complete the preparation of boxes. On

site labor will be an hourly charge.

Ricoh will capture images as bi-tonal images at 300 dots per inch (dpi) resolution.

Ricoh will OCR all documents.

Document reassembly is defined as “Light Reassembly.” Please refer to Appendix A for

definition of grades.

Image Quality Checking for this project is defined as “Standard QC.” Please refer to Appendix A

for definition of grades.

File naming will be via Barcode sheet provided in the folder

9

Pricing Table

10

Questions?