Job Specification~1.docx
DOCX document 24 KB Posted
- Attached to
- SP File Digitalization
- Solicitation number
- 23-444DHS-DEVDI-B-30959
- Issued by
- Illinois
About this file
This document is a Statement of Work for a state contract opportunity for file digitization services. The vendor will be responsible for the transportation, care, and security of the documents, ensuring compliance with HIPAA Privacy Rules. The vendor may enter into subcontracts with prior approval from the agency. The vendor will develop document preparation and scanning methods, including document separation, double-sided scanning, and removal of binding mechanisms. The vendor will scan all documents in PDF format and comply with Illinois State Records Commission Rules. The agency will notify the vendor of any errors in the electronic files, which the vendor must correct within 2 weeks. The vendor will take custody of the records, ensuring their safekeeping and storage during the project. The vendor will deliver the digital images via a secure connection to the agency's server, and the original and duplicate documents will be returned to the agency for archival storage.
The contract is for a small purchase for file digitalization services in the state of Illinois. The vendor will be required to provide status reports as part of the contract deliverables. The contract term and any renewal options are not specified in the document.
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Text version
Job Specification This Statement of Work covers the following activities and deliverables:
Vendor will comply with the following project tasks:
• Vendor will provide batch number.
•Transportation of the documents from Agency to Vendor location.
•Vendor will provide care, safekeeping and security of the documents.
•Ensure all parties with access or have contact with the files follow compliance with HIPAA Privacy Rule.
• Vendor may enter into sub-contracts, as required, however; vendor will disclose completed information and get approval from Agency prior to sub contracting.
•Project tasks will be performed at vendor site.
•Agency and Vendor shall agree upon a pre-determined regular scheduled agency visits per week for paper batch pick-up and return paper documents for archive storage, electronic image delivery and delivery of image corrections.
• Contract deliverables: status reports.
Scanning Methods •Vendor will develop document preparation and scanning methods aimed at:
a. Document separation
b. Ensure pages double-sided are scanned properly, deletion of blank sides of pages.
c. Removal of staples, paperclips or any other binding mechanism, sticky notes, paper notes, etc. from the files.
d. Document scanning is performed at Vendor facility site using Vendor's hardware and software.
e. Documents index data captured and proper association of index data relates to proper documents (METADATA).
f. Vendor will scan all documents in pdf format.
g. Vendor will comply with current Illinois State Records Commission Rules (44 Ill Admin Code PART 4400)
h. In the event errors are detected in the delivered electronic images, Agency will notify Vendor. Vendor will make the changes to correct the errors in the electronic file within 2 weeks of discovery.
Document Custody •Vendor shall take custody of records and documents ensuring safekeeping and storage of documents during the project duration.
•Vendor will make available to Agency retrieval of paper documents during digitizing process, if necessary.
Project and Data Modification
• In case document processing or procedural modifications become necessary during project duration, Vendor will implement modification.
Disposition of Scanned Documents •Original documents will be picked up by Agency •Vendor will notify Agency of completion of scanned batches for pickup.
•Duplicate documents created by the Vendor utilizing the main documents during the project must be returned with original documents.
•Disposition of original and duplicate documents will be disposed of through archival storage at DHS.
Electronic Converted Documents •Vendor shall deliver all digital images via secure connection to a secure DHS server.
•The document index form shall not be removed from the beginning of each paper file.
File details come from the government source that posted it. Updated .