intradepartmental correspondence · 4/20/2016 · committed to document imaging services and...
TRANSCRIPT
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
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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
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- 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?
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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
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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
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Document Conversion Services
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
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Document Conversion Services
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
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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
Data Entryvalidation
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
Prep Capture ImageQC
Data Entryvalidation
Conversion Process
In-take Prep Capture ImageQC
Data Entryvalidation
Conversion Process
In-take QA Image Delivery
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
Prep Capture ImageQC
Data Entryvalidation
Conversion Process
In-take QA Image Delivery
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
Prep Capture ImageQC
Data Entryvalidation
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.
Prep Capture ImageQC
Data Entryvalidation
Conversion Process
In-takeTransportation
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 .
Prep Capture ImageQC
Data Entryvalidation
Conversion Process
In-takeTransportation
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 .
Prep Capture ImageQC
Data Entryvalidation
Conversion Process
In-takeTransportation
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 ◄◄
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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
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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
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Pricing Table
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Questions?