Attachment_A-sample_scope_of_work_PDF.pdf

ATTACHMENT A-Sample Scope of Work

Sample scope of work for specific department (for illustration only)

Project Name:

Template Fields:

Approximate number of boxes:

Estimated pages/images to be scanned:

Project Description:

The project will consist of document preparation, document scanning, quality control/quality assurance and output into a customer defined format for upload. This project consists of closed Felony and Misdemeanor case files. The majority of boxes will contain non scan items which will require inventory and placement into separate box for return to Collin County.

Document Preparation:

Files will be prepped for scanning:

Removing staples, paper clips, repairing torn documents to the best of abilities, unfolding documents including bent corners.

All envelopes must be scanned along with all contents. (note: if envelope is sealed, contact Collin County for further instructions)

Ensure that the first page scanned includes/matches the name and case # on the folder.

Pink receipts may not scan in black and white. You may need to copy these and scan the black and white copy. When scanning receipts (pink, yellow, white) some may require grayscale instead of black and white for best, legible quality. This can be done on a case by case basis.

ONLY color photos are to be scanned using color setting.

Questions regarding document preparation may be addressed to (name of Records staff primary contact) on the Records Staff.

After scanning handling:

Once scanning is complete these records should be returned to their original box, in the same order as removed, in original file folder (no stapling, placing back in envelope or brads required).

Scanning:

Scanning will be at 300DPI, duplex with backside detection and blank page removal. Each file folder/document/record will be scanned as a multi-page tiff. Notations must be made if best practice was used and image is poor quality. (Example: page in file was a copy that is sideways and cut off, etc..) (See Attachment B for example)

QA/QC:

QA/QC will consist of 100% image to image review, removal of blank pages, review of poorly scanned images and images that are askew, etc.

Data Output:

Document name is the cause/case number.

If you combine documents from several fiscal years onto one CD/DVD, you must clearly separate by fiscal year.

Metadata format:

Fields o Name = up to 50 characters o Case/Cause Number = up to 50 characters o Offense – up to 50 characters

Pickup and Delivery: Detailed contact information and alternates will be furnished.