Attachment_C_2_of_2_Example_Chain_of_Custody_pdf.pdf

This is an example Chain of Custody document for Collin County, Texas, related to a digital imaging and records conversion project. The form serves as a verification mechanism between the vendor and Collin County to document the receipt, processing, and return of scanned records. The vendor certifies that all pages contained in picked-up boxes have been properly prepared, scanned, subjected to quality control procedures, and that output logs and electronic data have been provided to account for all images. Collin County, in turn, verifies that all images included in the output logs match the images imported into Laserfiche, the county's digital records management system. The document requires signature and date authorization from both the vendor and Collin County representatives, with box numbers and project phases identified, and all relevant logs attached to the completed form.

The Chain of Custody form is part of Collin County's broader initiative to convert paper documents into digital storage in compliance with Texas Local Government Code Chapters 201-205 and Texas Administrative Code sections 7.71-7.9. The county's objective is to establish a digital electronic warehouse for county records that enables long-term preservation and enhanced public access to current and historical county documents. This document represents a critical control mechanism ensuring accountability, data integrity, and proper tracking throughout the scanning and digitization process, with vendor performance directly tied to accurate completion of this form for each batch of records processed.