Attachment 7 Accuracy Standards_revised.doc

Accuracy Standards

Per C.4.3.8 the Government intends to award a separate Contract for the performance of quality assurance review of the work performed under this contract for Automated Litigation Support services. The Government expects the Contractor to provide a ‘complete’ and ‘accurate’ work product for all of its pipeline processes. ‘Completeness’ shall refer primarily to the output of electronic file processing (EFP) as well as the migration of data from one platform to another, but may include other processes as defined by the COR. ‘Accuracy Standards’ shall apply primarily to processes such as coding, keying, OCR and digital image scanning, but may include other processes as defined by the COR. These standards are defined below.

1. Completeness standards for EFP

Unless otherwise specified by or agreed to by the COR, the Contractor shall demonstrate the completeness of its EFP work product. Where the Contractor is required to submit a notification of this work to the Quality Assurance (QA) vendor, the following conditions shall be met. Where any of these conditions are NOT met and where this is duly noted by the QA vendor, it will be in the COR’s discretion whether to accept or reject that work.

· The Contractor shall ensure that the information contained on its QA notification is correct and, where appropriate, include appropriate explanatory language to assist the QA Vendor in assessing completeness.

· The Contractor shall ensure that the original source media (e.g., hard drive, thumb drive, DVD) being submitted is correctly labeled, contains the correct data and that the data is accessible to the QA Vendor.

· The Contractor shall ensure that the database workspace is accessible to the QA Vendor.

· The Contractor shall ensure that the file count on the e-media matches that in the respective database.

· The Contractor shall ensure that the QA Numbers assigned in the database match those recorded on the notification.

· The Contractor shall ensure that the Document Numbers assigned match those recorded on the notification.

· The Contractor shall ensure that the File Names on the notification and in the database match those contained on the original source media

· The Contractor shall ensure that the metadata is loaded to the correct fields in the database.

· The Contractor shall ensure that there are no unaccounted for Gaps, Overlaps or Duplicates in the database. Such accounted for conditions shall be included on the QA notification.

· The Contractor shall ensure that archive files such as .ZIP, .PST etc. were appropriately and properly processed.

· The Contractor shall ensure that none of the excluded files, as listed in the accompanying Exception Report, were loaded to the database.

2. Completeness Standards for Data Migration

Unless otherwise specified by or agreed to by the COR, the Contractor shall ensure specific conditions of its data migration from one platform to another are met, in demonstrating completeness of that process. Where the Contractor is required to notify this work to the Quality Assurance (QA) Vendor, the following conditions shall be met. Where any of these conditions are NOT met and where this is duly noted by the QA Vendor, it will be in the COR’s discretion whether to accept or reject that work.

· The Contractor shall ensure that the QA Vendor has both access and export rights to the appropriate database workspaces.

· The Contractor shall ensure that the information contained on the QA notification is correct and, where appropriate, includes appropriate explanatory language to assist the QA Vendor in assessing completeness.

· The Contractor shall ensure that both databases contain the same number and types of fields.

· The Contractor shall ensure that both databases contain the same number of records.

· The Contractor shall ensure that the metadata has been populated to the correct fields.

· The Contractor shall ensure that the correct number of native files and images are reflected in the new database.

· The Contractor shall ensure that all of the naming conventions for folders, tags, searches, etc are reflected in the new database.

3. Accuracy Standards for Digital Imaging Unless otherwise specified by or agreed to by the COR, the Contractor shall ensure the following conditions are met with respect to generation of digital image files.

· The Contractor shall ensure that all images, whether scanned to images from paper or rendered through the EFP process, are generated at 300 dpi single-page TIFF files, CCITT Group IV (2D Compression).

· The Contractor shall ensure that all images are of a standard length, uniquely and sequentially numbered and endorsed, and stored with the “.tif” extension.

· The Contractor shall ensure that all images are accompanied by a Concordance® Image Cross Reference file that associates each Bates number with its corresponding single-page TIFF image file. The Cross Reference file should also contain the image file path for each Bates numbered page.

Image Cross Reference File Sample Format:

ABC00000001,OLS,D:\DatabaseName\Images\001\ ABC00000001.TIF,Y,,, ABC00000002,OLS,D:\DatabaseName\Images\001\ ABC00000002.TIF,,,, ABC00000003,OLS,D:\DatabaseName\Images\001\ ABC00000003.TIF,,,,

· The Contractor shall ensure that all pages of a document or all pages of a collection of documents that comprise a folder or other logical grouping, including a box shall be delivered on a single piece of media; no image folder shall contain more than 2000 images.

4. Accuracy Standards for Optical Character Recognition (“OCR”) and Text Extraction The Government recognizes that OCR is a function performed on the scanned image but which is now predominately performed as text extraction on an electronic file, in an automated environment, as part of electronic file processing (“EFP”). Given the recognized industry tools that can increasingly perform text recognition and extraction as part of that process with a higher degree of accuracy standard based on a defined accuracy algorithm and an assigned (%) value is no longer a necessary or feasible measure. Therefore, the Government no longer anticipates conducting traditional Quality Assurance of OCR and Text extraction based on quantitative scoring. However, the government reserves the right to inspect all unit rate work and will always strive for a high degree of accuracy on any OCR and text extraction requirements that may arise.

5. Accuracy Standards for Coding/Keying and Metadata Extraction The Government recognizes that ‘coding’ and ‘keying’ functions per se are now largely obsolete and that metadata related tasks are predominately addressed in an automated environment as part of the EFP process. Given the recognized industry tools that can increasingly perform metadata extraction as part of that process with a higher degree of accuracy, a standard based on a defined accuracy algorithm and an assigned (%) value is no longer a feasible measure. Therefore the Government no longer anticipates conducting traditional Quality Assurance of Coding/Keying and Metadata extraction based on quantitative scoring. However, the government reserves the right to inspect all unit rate work and will always strive for a high degree of accuracy on any Coding/Keying and Metadata extraction requirements that may arise.