RFP 250000001038 - Statewide Imaging and Microfilm Services - Schedule A1 - Exhibit 1.pdf

Michigan.gov/MiProcurement

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SCHEDULE A1 – EXHIBIT 1 – AUTHORIZING

DOCUMENT

Authorizing Document for Conversion Services Paper to Microfilm and Paper to Digital Images

(see following pages)

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Authorizing Document for

Conversion Services Paper to microfilm

Prepared For:

Department of Technology, Management & Budget

Records Management Services Records Retention and Disposal Schedules

January 1, 2025

MI-000

Version 1.0

DEPT ACTG TEMPLATE UNIT LOC OJB DOBJ PROG PHASE PROGP

123 123MBRECCNTRSUPPRT 1234

APPN FUND SFUND ACTV FUNC TASK TASKO BSA BFY

12345 1234 12345

Conversion services can begin following the signing of this document by all involved parties in compliance with the procedures outlined in this Authorizing Document in accordance with State of Michigan Contract 171 180000000749.

Name/Title/Role Signature Date Susan Thompson Imaging Is Us 123 Michigan Ave Lansing MI 48933 sthompsonfake@iiu.com

Jessie Weston DTMB Records Management Services Imaging Services Manager Contract Program Manager westonj2@michigan.gov

Jane Smith

Services Senior Records Analyst Business Owner smithjfake@michigan.gov

John Jones

Services Departmental Manager Financial Approver jonesjfake@michigan.gov mailto:sthompsonfake@iiu.com mailto:westonj2@michigan.gov mailto:smithjfake@michigan.gov mailto:jonesjfake@michigan.gov

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AUTHORIZING DOCUMENT

I. General

A. Purpose

The purpose of this Authorizing Document is to establish the parameters of the work to be performed and the responsibilities of the parties involved in this conversion.

The parties involved in this conversion are the Department of Technology, Management & Budget Records Management Services (AGENCY) and Imaging Is Us (IIU) as the services provider. Should the AGENCY elect to proceed with this work, this Authorizing Document will be used to direct the efforts of the AGENCY and of the service provider (IIU). Commitment to service is established by the submission of a Source Document Job Order form with the documents to be scanned.

B. Scope/objective

This Authorizing Document is not to be interpreted as a commitment to perform any set or fixed amount of work.

The objective of this work effort is to convert a collection of paper retention and disposal schedules to digital images. The collection is contained in two 36-inch five-drawer file cabinets and was created between 1965 and 2005. The resulting images will be stored in the electronic document management system known as Content Manager.

While this agreement was created for this initial work effort, the AGENCY may elect to use it for future conversion work in the future.

C. Record Series: DTMB RMS 38545

Retention and Disposal Schedules – State and Local Government

These records document the legal retention period for all public records. They identify the department, office, record series number, a description of the record, retention periods, and disposition method.

RETAIN UNTIL: Date approved PLUS: 50 years THEN: Transfer to Archives of Michigan

D. Contact Information

1. The AGENCY has elected Jane Smith at 517-555-1234, smithjfake@michigan.gov as Project Manager for this project. The financial contact for this work effort is Mary Robinson at 517-555-5678, robinsonmfake@michigan.gov.

mailto:robinsonmfake@michigan.gov

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2. IIU has elected Robert Johnson at 800-555-9876 as Project Manager and point of contact.

3. DTMB Records Management Services is the program manager for this contract and can be reached at 517-335-9132.

E. Pickup Schedule

1. Following AGENCY approval and acceptance of this agreement, production conversion will begin when the AGENCY contacts IIU for pickup of material.

2. Unless otherwise specified in Section XII, the AGENCY will pack any material that requires scanning into shipping boxes and will contact IIU when ready for pickup.

3. IIU will pick up documents from the State Records Center, 3400 N Grand River

Ave, Lansing, on a one-time basis.

4. Each pickup will be assigned a production work order number. A copy of the work order will be left with the agency at the time of material pickup. The AGENCY is responsible for completing the top portion of each job order form.

The information that must be completed by the AGENCY is as follows:

Department, Division, Authorizing Document Number, Address, Contact Name, Contact Phone Number, and description of job, including number and type of units (boxes, rolls, drawers, etc.). IIU will not pick up jobs with incomplete job order forms.

II. Test Sample (to be completed prior to the completion of this document)

The purpose of the test is to establish the settings necessary to obtain the optimum image in a collection of documents.

A. Selection of Test Documents

1. The AGENCY shall be responsible for selecting a diverse sampling of documents from the collection of records to be processed.

2. The selection of documents shall be no more than 1000 documents or 1% of the entire collection (whichever is less) unless it is determined and agreed upon by both parties that a larger sample is necessary.

3. IIU shall assist the AGENCY in the selection of sample documents if requested.

B. Performance of Test

1. IIU shall perform and deliver free of charge as many test samples as reasonably necessary to obtain the optimum settings. Unnecessary tests requested by the

2024-2 Page 34 of 57 agency may be subject to charge as determined by the DTMB RMS Program Manager.

2. IIU shall re-test the collection if new or different equipment is used in mid-production. The re-test shall be compared to the original test. If the quality of the re-test cannot meet or exceed the quality of the original test, IIU shall stop all production and notify the AGENCY and DTMB RMS Program Manager for further instruction.

C. Review and Documentation of Test

1. The AGENCY shall review and approve a test prior to the start of production. The approval of a test is documented by the signing of this Authorizing Document.

2. The AGENCY shall be responsible for maintaining any documents used in the test sample as well as any documentation (including any test images) created in the testing process as evidence of this conversion unless prohibited by law or its Records Retention and Disposal Schedule.

3. If test materials are delivered to the Records Center for loading into the electronic document management system known as Content Manager, materials will be loaded into the production environment and, if accepted, remain in the production environment, provided the materials represent a complete unit, such as a box or a roll. These test materials will not be re-delivered with production materials. If the test materials do not represent a complete unit, such as a box or a roll, Records Center staff will remove them from the production environment following review and IIU will re-deliver those materials for production. Any test materials that are not accepted by the AGENCY will be removed from the production environment and re-delivered for additional review.

4. The final approved test for this project is job order number S-12345 dated

12/20/2024.

III. Document Preparation

A. Non-Camera Ready Documents

1. IIU will perform any required document preparation functions necessary to make the documents ready for filming and indexing. This includes but may not be limited to removal of staples and paper clips, copying or repair of torn documents, taping small documents to 8 ½ x 11, verify and sort to proper file order as instructed, insertion of barcode sheets, and/or creation of target sheets as instructed.

2. Documents containing Post-it notes or other attachments covering parts of a page shall be copied as is. The Post-it notes or attachments shall then be removed and discarded. The copy containing the Post-it note information shall be placed in front of the original for filming.

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B. IIU Tracking for Filming

1. IIU will keep a log that contains each job number, year, month, beginning file number, ending file number, first package number, last package number, and the starting roll number for each job. If the AGENCY stamps a document type, the file number range will be logged separately.

2. The first package number will follow the last package number noted in the IIU logbook. Packages go in consecutive number order from job to job.

3. The beginning file number of each new job should follow the last file number recorded in the IIU logbook.

4. If the AGENCY stamps a document type, the beginning file number should follow the last AGENCY stamped file number.

5. IIU will verify the AGENCY stamped file number order.

6. If there are any discrepancies or if the information is missing from the AGENCY provided microfilm checklist, IIU will contact the AGENCY.

7. IIU will stamp each document in the upper right-hand corner with a 10-digit file number with the year as the first four digits.

8. The beginning stamp number for each document type is recorded on the microfilm checklist by IIU.

9. If the number of documents for a document type is incorrect, IIU will count the documents and correct the AGENCY’s number of documents on the microfilm checklist.

10. After the last document stamped has been completed, the ending file number if noted on the microfilm checklist and in the IIU logbook.

11. IIU will add together the total number of documents for all the document types and verify the counts against the microfilm checklist. If there is a discrepancy, the correct count will be noted on the microfilm checklist.

12. IIU will keep a copy of the microfilm checklist on file.

13. After stamping is completed, IIU will contact the AGENCY and provide them with the beginning and ending file numbers as well as the total document count if changed.

III. Document Filming

A. All documents will be scanned on a planetary camera utilizing 16MM 215-foot rolls of film.

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B. All documents will be filmed in comic orientation at a 24 to 1 reduction ratio.

B. The following targets will be inserted by the camera operator at the beginning of each roll of film:

1. Vital Record Target

2. Control Test Target (distinguishes the resolution of the film)

3. Plain white sheet of paper (distinguishes the density of the film)

4. Certificate of Authenticity (certifies that the images on the microfilm are accurate and complete reproductions)

5. Roll number

6. Control Test Target (distinguishes the resolution of the film)

7. Plain white sheet of paper (distinguishes the density of the film)

8. Start Target (includes Department Name, Division, Starting Record Title, Roll

Number, Reduction Ratio, Date of Filming, and Camera Operator Name)

9. Retake Target (indicates that any retakes will be located at the end of the roll of film)

10. Certificate of Authenticity (certifies that the images on the microfilm are accurate and complete reproductions)

11. “Poor Original” Disclaimer (if necessary)

C. The Certificate of Authenticity, plain white sheet, control test target, and the completed Vital Record target will also be filmed at the end of the roll.

D. A sequential number will be filmed on each frame on every roll of film, with the exception of any AGENCY-inserted document type targets. The camera operator will turn off the sequential number before filming each document target.

E. Each new year will start with roll number one and continue in roll number order. The starting roll number for each job will follow the last roll number in the IIU logbook.

F. If a retake is discovered and not corrected by the camera operator, the Quality

Control department will mark the image with an “X” and retake will be filmed and spliced onto the end of the roll. If a camera operator has corrected a retake, the Quality Control department will mark the image with an “X” and scrape off the sequential numbered blip. IIU will note on the front of the film box label “Retake at End of Roll”.

G. If documents are unreadable due to age or condition, IIU will insert a “Poor Original” disclaimer at the beginning of the roll of film.

H. If a retake is discovered, a “Begin Retake” target containing the job name, job number, roll number, file name, sequential number, and box number will be filmed.

Following the “Begin Retake” target, the retake document or documents and an “End Retake” target will be filmed at the end of the roll.

IV. Document Re-assembly

A. None required.

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V. Microfilm Product Finishing

A. Indexing

1. IIU will film a single level blip at each frame.

2. IIU will index any information required, in the format specified by the AGENCY.

See Attachment B for specific indexing information.

B. Product Media

1. Microfilm will be delivered in plastic boxes.

C. Labeling

1. IIU will create film box labels according to AGENCY-provided information.

SPINE LABEL

DTMB Records Management Services Retention and Disposal Schedules

BEG: YYYY

END: YYYY

FACE LABEL

DTMB Records Management Services Retention and Disposal Schedules Job Order #

BEG: YYYY

END: YYYY

IMAGE COUNT

A. Original Roll Film

1. The original rolls of film will be put into white reels and inserted into black boxes.

2. Each original roll of film will have a label placed on the outside of the box.

3. The AGENCY will send the original roll of film to the Record Center for archival storage.

B. Duplicate Roll Film

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1. One diazo duplicate will be created from each original roll of film.

2. The diazo duplicates will be put onto white reels and inserted into black boxes.

3. The duplicate rolls of film will be labeled with the identical information used from the label on the original roll of film.

4. The duplicate rolls of film will be spot-checked every five feet.

IV. Quality Control

A. Following the document scanning process, IIU will randomly examine 10% of the images from each batch to ensure the legibility and reproducibility of images are in compliance with the approved test sample. If 2% of the QC test contains poor images, the entire batch will be re-analyzed and re-scanned.

B. IIU shall follow all quality control measures agreed upon by the Department of

Technology, Management and Budget as well as any applicable AIIM/ANSI standards.

III. Product Delivery

A. IIU will deliver all silver rolls to the State of Michigan Records Center for long-term storage.

B. IIU will deliver all duplicate rolls to Jane Smith at 3400 N Grand River Ave, Lansing.

C. Based on samples analyzed, IIU estimates the entire project to take approximately 60 business days to complete.

D. Based on samples analyzed, IIU estimates day forward, each defined batch of 10 rolls to take approximately 20 business days to complete.

IV. Product Acceptance

A. Upon receipt of the images, the AGENCY will have 30 calendar days to review and inspect the delivered product to determine any quality issues.

B. The delivered product will be deemed acceptable, unless the AGENCY otherwise notifies IIU within the time period specified above.

C. IIU will correct problems identified as the vendor’s responsibility within a schedule agreeable to both parties.

D. If quality issues are found, the holding period specified above will restart after the issues are resolved and the work is delivered back to the AGENCY.

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E. After the time period specified above and unless otherwise instructed, all scanned documents will be delivered to the Records Center of Michigan for destruction.

V. Pricing Schedule

A. Project costs will be invoiced monthly to the Department of Technology, Management and Budget. DTMB Records Management Services will withdraw the calculated cost in accordance with the current published rate via interagency transfer through SIGMA using the billing codes provided by the AGENCY in this Authorizing Document.

B. All invoicing will be generated utilizing the State of Michigan pricing schedule contract.

C. Invoices will reflect the number of units billed in accordance with the requirements of the Department of Technology, Management and Budget pricing structure. The actual number of units will also be noted on the invoice.

D. The AGENCY will incur the cost of scanning bar codes used for identification or indexing purposes. These bar codes will be removed from the image collection prior to the actual delivery. The AGENCY will not be charged for scanning images that have been removed from the collection which were identified as having less than the threshold specified in the test results section of this Authorizing Document.

VI. Acceptance of Authorizing Document

A. With the signing of this document which represents that the AGENCY accepts IIU’s procedures and pricing, IIU will begin the conversion services that have been outlined within this Authorizing Document.

VII. Other Terms and Conditions

A. None

VIII. Amendments

A. Either party can initiate a review of this Authorizing Document and can request revisions to it. The AGENCY, the DTMB RMS Program Manager and IIU must agree to any changes in writing. Any revision made to the Authorizing Document will be tracked. If an amendment is found necessary, production will continue unless there is a critical change needed. In this instance, all necessary steps will be taken by all parties to ensure there is minimal interruption in workflow.

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Attachment “A” Pricing

Insert Price Sheet Below the price sheet, include a per widget cost, per page for most things but may also be per roll or something else.

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Attachment “B” Recommended Practice: Quality Assurance Procedures

Quality assurance is the systematic process of checking delivered goods or services to see if they are meeting the specified requirements. The procedures described here apply to the scanning of paper records to convert them to digital images by the state’s contracted imaging vendor.

The statistics are derived from the standard known as ANSI/ASQC Z 1.4, formerly known as Mil STD 105. When properly used these standards provide the end user a 99.95% certainty that the work delivered is equivalent to the QA examination. It is important to note that this procedure is not equivalent to quality control but is rather an examination of the completed and delivered results. Quality control is performed by the vendor prior to delivery of images.

Prior to the pickup of the material:

STEP 1. Complete the Job Order form. Note the unique job number located in the top right-hand corner of the form.

STEP 2. For each box in the job, randomly select six individual pages. There is no exact methodology to this selection process, but it will be best to make the selections randomly from the front to the back of the box. Note the EXACT location from which the page was selected.

Make a photocopy of the selected page and handwrite the unique index value of that page on the photocopy OR scan the selected page and make a digital notation of the unique index value on the digital image. If the selected page happens to be a poor-quality original, do not modify the copier or scanner settings to improve the legibility of the page. Return the original document to the EXACT location from which it was taken. Note: It may be best to perform this function one page at a time. This will reduce the chance of an error.

STEP 3. Staple the photocopies together by the box from which they were selected and handwrite the box number on the first page. By way of example, if there are 20 boxes in the job, there should be 20 stapled groups identified by the box number. If using scanned documents, create a computer folder and name it by the box number, then put the digital images in the folder. If there are 20 boxes in the job, there should be 20 digital folders.

STEP 4. Insert the photocopies into an envelope and mark the envelope with the job number. If using scanned documents, create a computer folder and name it by the job number, then put the folders named by box number into the new folder.

At the completion of Step 4 the job is ready to be sent for scanning. The job will be scanned and indexed by the vendor and the completed work will be delivered to the appropriate people for loading into the imaging system.

When you have been notified that the images associated with the specific job are loaded, or the job has been delivered to your department, the QA examination can be completed. The basis for the examination is two-fold. (1) Can the image be located using the correct index value and

(2) once located, is the digital image equivalent to the photocopy or QA digital image.

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STEP 5. Upon notification that the job is loaded, locate the proper envelope containing the photocopies or locate the computer folder with the QA digital images for the job. Step through the photocopies or QA digital images one at a time and using the index value as the search criteria, request the file. Once the file is available on the computer screen, step through the images and locate the digital image equivalent of the photocopy or QA digital image.

PASS Criteria

The digital image for each selected page must be able to be located using the correct index value. Once the image has been located; it must have the same general appearance as the photocopy or QA digital image. If these two conditions are met, the QA for that page is complete. Continue to request and examine each selected sample image.

FAIL Criteria:

If the digital image cannot be located within its correct index value OR if the digital image is significantly poorer in visual appearance when compared to the photocopy or QA digital image, notify the designated person within the department immediately.

What happens in the case of a failure?

The failure should be reported to DTMB Records Management Services via email at dtmb-imagingservices@michigan.gov and to IIU via email at logistics@IIUinc.com as soon as it is reasonably convenient to do so. The Job Order Number and exact nature of the failure in as much detail as possible should be provided.

If IIU performed all work according to the specifications in this Authorizing Document, no further action is required by the vendor. The vendor will examine the original documents and the delivery data and/or images to verify that specifications have been met, then report the results to the AGENCY and DTMB Records Management Services, which will verify the results.

If IIU did not perform all work according to the specifications in this Authorizing Document, the vendor will re-process and re-deliver the product to meet all specifications, at no further cost to the AGENCY.

mailto:dtmb-imagingservices@michigan.gov mailto:dtmb-imagingservices@michigan.gov mailto:logistics@gsiinc.com

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Attachment “C” Quality Control Levels of Inspection

Level 5 Inspection

IIU will perform the following Level 5 procedures:

• Scan over light-box

• Examine 5 to 10 frames with an eye loupe

• Measure density of film at the beginning and end of roll

• Measure resolution at the beginning and end of roll

• A quality assurance sheet shall be filled out for each roll of original film

• Evaluate beginning and ending resolution targets

• Inspect all frames on a reader for technical and bibliographical characteristics and continuity

• If failure is due to improper prepping by IIU such as if the files are out of alphabetical, numerical, or chronological order, the project will be redone at IIU’s cost

• If a roll fails due to a IIU error, it will be redone at IIU’s cost (see below)

A Level 5 inspection is performed on all film generated from microfilming documents prepped by

IIU.

Defects detected with a Level 5 inspection:

• Image contrast

• Incorrect exposure levels

• Reel identification

• Shadows

• Image format

• Reflections

• Text lost in gutter

• Alignment

• Spacing

• Water spots

• Mechanical damage

• Residual dye

• Static marks

• Fog

• Camera light balance

• Uneven development

• Exposure fluctuations

• Legibility and estimate of focus on selected frames

• Density

• Resolution

• Bibliographic characteristics and continuity

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Authorizing Document for

Conversion Services Paper to digital images

Prepared For:

Department of Technology, Management & Budget

Records Management Services Records Retention and Disposal Schedules

January 1, 2025

MI-000

Version 1.0

DEPT ACTG TEMPLATE UNIT LOC OJB DOBJ PROG PHASE PROGP

123 123MBRECCNTRSUPPRT 1234

APPN FUND SFUND ACTV FUNC TASK TASKO BSA BFY

12345 1234 12345

Conversion services can begin following the signing of this document by all involved parties in compliance with the procedures outlined in this Authorizing Document in accordance with State of Michigan Contract 171 180000000749.

Name/Title/Role Signature Date Susan Thompson Imaging Is Us 123 Michigan Ave Lansing MI 48933 sthompsonfake@iiu.com

Jessie Weston

Services Imaging Services Manager Contract Program Manager westonj2@michigan.gov

Jane Smith

Services Senior Records Analyst Business Owner smithjfake@michigan.gov

John Jones

Services Departmental Manager Financial Approver jonesjfake@michigan.gov mailto:sthompsonfake@iiu.com mailto:westonj2@michigan.gov mailto:jonesjfake@michigan.gov

2024-2 Page 45 of 57

AUTHORIZING DOCUMENT

V. General

F. Purpose

The purpose of this Authorizing Document is to establish the parameters of the work to be performed and the responsibilities of the parties involved in this conversion.

The parties involved in this conversion are the Department of Technology, Management & Budget Records Management Services (AGENCY) and Imaging Is Us (IIU) as the services provider. Should the AGENCY elect to proceed with this work, this Authorizing Document will be used to direct the efforts of the AGENCY and of the service provider (IIU). Commitment to service is established by the submission of a Source Document Job Order form with the documents to be scanned.

G. Scope/objective

This Authorizing Document is not to be interpreted as a commitment to perform any set or fixed amount of work.

The objective of this work effort is to convert a collection of paper retention and disposal schedules to digital images. The collection is contained in two 36-inch five-drawer file cabinets and was created between 1965 and 2005. The resulting images will be stored in the electronic document management system known as Content Manager.

While this agreement was created for this initial work effort, the AGENCY may elect to use it for future conversion work in the future.

H. Record Series: DTMB RMS 38545

Retention and Disposal Schedules – State and Local Government

These records document the legal retention period for all public records. They identify the department, office, record series number, a description of the record, retention periods, and disposition method.

RETAIN UNTIL: Date approved PLUS: 50 years THEN: Transfer to Archives of Michigan

I. Contact Information

4. The AGENCY has elected Jane Smith at 517-555-1234, smithjfake@michigan.gov as Project Manager for this project. The financial contact for this work effort is Mary Robinson at 517-555-5678, robinsonmfake@michigan.gov.

mailto:robinsonmfake@michigan.gov

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5. IIU has elected Robert Johnson at 800-555-9876 as Project Manager and point of contact.

6. DTMB Records Management Services is the program manager for this contract and can be reached at 517-335-9132.

J. Pickup Schedule

5. Following AGENCY approval and acceptance of this agreement, production conversion will begin when the AGENCY contacts IIU for pickup of material.

6. Unless otherwise specified in Section XII, the AGENCY will pack any material that requires scanning into shipping boxes and will contact IIU when ready for pickup.

7. IIU will pick up documents from the State Records Center, 3400 N Grand River

Ave, Lansing, on a one-time basis.

8. Each pickup will be assigned a production work order number. A copy of the work order will be left with the agency at the time of material pickup. The AGENCY is responsible for completing the top portion of each job order form.

The information that must be completed by the AGENCY is as follows:

Department, Division, Authorizing Document Number, Address, Contact Name, Contact Phone Number, and description of job, including number and type of units (boxes, rolls, drawers, etc.). IIU will not pick up jobs with incomplete job order forms.

VI. Test Sample (to be completed prior to the completion of this document)

The purpose of the test is to establish the settings necessary to obtain the optimum image in a collection of documents.

D. Selection of Test Documents

4. The AGENCY shall be responsible for selecting a diverse sampling of documents from the collection of records to be processed.

5. The selection of documents shall be no more than 1000 documents or 1% of the entire collection (whichever is less) unless it is determined and agreed upon by both parties that a larger sample is necessary.

6. IIU shall assist the AGENCY in the selection of sample documents if requested.

E. Performance of Test

3. IIU shall perform and deliver free of charge as many test samples as reasonably necessary to obtain the optimum settings. Unnecessary tests requested by the

2024-2 Page 47 of 57 agency may be subject to charge as determined by the DTMB RMS Program Manager.

4. IIU shall re-test the collection if new or different equipment is used in mid-production. The re-test shall be compared to the original test. If the quality of the re-test cannot meet or exceed the quality of the original test, IIU shall stop all production and notify the AGENCY and DTMB RMS Program Manager for further instruction.

F. Review and Documentation of Test

5. The AGENCY shall review and approve a test prior to the start of production. The approval of a test is documented by the signing of this Authorizing Document.

6. The AGENCY shall be responsible for maintaining any documents used in the test sample as well as any documentation (including any test images) created in the testing process as evidence of this conversion unless prohibited by law or its Records Retention and Disposal Schedule.

7. If test materials are delivered to the Records Center for loading into the electronic document management system known as Content Manager, materials will be loaded into the production environment and, if accepted, remain in the production environment, provided the materials represent a complete unit, such as a box or a roll. These test materials will not be re-delivered with production materials. If the test materials do not represent a complete unit, such as a box or a roll, Records Center staff will remove them from the production environment following review and IIU will re-deliver those materials for production. Any test materials that are not accepted by the AGENCY will be removed from the production environment and re-delivered for additional review.

8. The final approved test for this project is job order number S-12345 dated

12/20/2024.

VII. Document Preparation

C. Non-Scanner Ready Documents

1. IIU will perform any required document preparation functions necessary to make the documents ready for scanning and indexing. This includes but may not be limited to removal of staples and paper clips, copying or repair of torn documents, taping small documents to 8 ½ x 11, verify and sort to proper file order as instructed, insertion of barcode sheets, and/or creation of target sheets as instructed.

2. Documents containing Post-it notes or other attachments covering parts of a page shall be copied as is. The Post-it notes or attachments shall then be removed and discarded. The copy containing the Post-it note information shall be placed in front of the original for imaging.

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3. If indexing is being performed from a container such as a file folder, the portion of the container bearing the index information will be scanned and included in the resulting digital image for quality assurance purposes.

VIII. Document Scanning

C. All documents will be scanned on a Canon X-10C scanner.

I. IIU will scan all surfaces of the documents that contain any information. Blank pages will be electronically removed as specified in the production test results (see attachment A).

J. All documents will be scanned in black & white at a resolution of 300 DPI.

K. Images will be single page images stored in a TIFF group 4 image file format. The images will be converted to text-searchable PDF prior to delivery.

L. IIU will select a single scanner setting that optimizes the appearance of the digital images. All documents will be captured using that optimum scanner setting.

IX. Document Re-assembly

A. None required.

X. Product Finishing

C. Indexing

1. See Attachment B

D. Product Media

2. Final image product will be delivered via file transfer service (FTS).

XI. Quality Control

C. Following the document scanning process, IIU will randomly examine 10% of the images from each batch to ensure the legibility and reproducibility of images are in compliance with the approved test sample. If 2% of the QC test contains poor images, the entire batch will be re-analyzed and re-scanned.

D. IIU shall follow all quality control measures agreed upon by the Department of

Technology, Management and Budget as well as any applicable AIIM/ANSI standards.

IX. Product Delivery

E. IIU will deliver all final products remotely via File Transfer Service to authorized users.

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F. A password agreed upon between the AGENCY and IIU will be used. The password can be changed upon agreement between the AGENCY and IIU.

G. Based on samples analyzed, IIU estimates the entire project to take approximately 60 business days to complete.

H. Based on samples analyzed, IIU estimates day forward, each defined batch of 10 boxes to take approximately 20 business days to complete.

X. Product Acceptance

F. Upon receipt of the images, the AGENCY will have 30 calendar days to review and inspect the delivered product to determine any quality issues.

G. The delivered product will be deemed acceptable, unless the AGENCY otherwise notifies IIU within the time period specified above.

H. IIU will correct problems identified as the vendor’s responsibility within a schedule agreeable to both parties.

I. If quality issues are found, the holding period specified above will restart after the issues are resolved and the work is delivered back to the AGENCY.

J. After the time period specified above and unless otherwise instructed, all scanned documents will be delivered to the Records Center of Michigan for destruction.

XI. Pricing Schedule

E. Project costs will be invoiced monthly to the Department of Technology, Management and Budget. DTMB Records Management Services will withdraw the calculated cost in accordance with the current published rate via interagency transfer through SIGMA using the billing codes provided by the AGENCY in this Authorizing Document.

F. All invoicing will be generated utilizing the State of Michigan pricing schedule contract.

G. Invoices will reflect the number of units billed in accordance with the requirements of the Department of Technology, Management and Budget pricing structure. The actual number of units will also be noted on the invoice.

H. The AGENCY will incur the cost of scanning bar codes used for identification or indexing purposes. These bar codes will be removed from the image collection prior to the actual delivery. The AGENCY will not be charged for scanning images that have been removed from the collection which were identified as having less than the threshold specified in the test results section of this Authorizing Document.

XII. Acceptance of Authorizing Document

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B. With the signing of this document which represents that the AGENCY accepts IIU’s procedures and pricing, IIU will begin the conversion services that have been outlined within this Authorizing Document.

XIII. Other Terms and Conditions

B. None

XIV. Amendments

B. Either party can initiate a review of this Authorizing Document and can request revisions to it. The AGENCY, the DTMB RMS Program Manager and IIU must agree to any changes in writing. Any revision made to the Authorizing Document will be tracked. If an amendment is found necessary, production will continue unless there is a critical change needed. In this instance, all necessary steps will be taken by all parties to ensure there is minimal interruption in workflow.

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Attachment “A” Production Test results

A complete test of the production test was executed with representative documents provided by the AGENCY.

Preparation: The following tasks were performed during the preparation process:

• Fasteners Removed

• Documents repaired

• Documents unfolded and bent corners corrected

• No photocopying was necessary

• Index values identified.

• Estimate the time involved in the prep process

Document scanning: The following settings were used to create the delivered test.

• Resolution: 300 DPI

• Duplex: ON

• Dithering: OFF

• Skew Detect: ON

• Border Elimination: ON

• Bar Code Detect: ON

• Page Size: Auto ON

• Contrast Setting: Automatic

• Brightness Setting: Automatic

• Scan Threshold Setting: Normal S-5

These settings produced the best possible image across the sample of test documents provided. No individual page-to-page settings were needed or used.

Image Indexing: Each “document” was indexed using the criteria in the Authorizing Document.

Image Delivery: For purposes of delivering a viewable sample, images and index data were delivered remotely via File Transfer Service. A 100% review of the images and the index data was executed prior to the delivery of the test images.

Average Image Size: Any volume estimates provided are based on the sample documents provided. The average image size in this test collection was: 50 KB.

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Attachment “B” Indexing Requirements

B.1 Indexing Process

DTMB Records Management Services will create a folder in Content Manager for each approval year. It will then provide an .XLSX file to IIU with the approval years and the corresponding container number.

Example:

Approval Year Container

1970 DTMB-RMS/F/2025/00001234

Each paper file will be clearly identified by approval year. IIU will key the approval year from each paper file to match the resulting digital file with the correct container.

IIU will key in the name of the department and business unit as displayed on the first page of the schedule. Note that these names will change over time as the State restructured. IIU will key in the approval date from the first page of the schedule in MM/DD/YYYY format.

B.2 Resulting Application Index Values

Format of Deliverable Data File: Text tab delimited with UTF-BOM encoding

Field Name Data Type Pattern Example Title (Free Text Part)

Text AAAAAAAA Department of Treasury Return Processing Division

Approval Date Date MM/DD/YYYY 04/01/1970 Container Text AAA/A/yyyy/NNNNNNNN DTMB-

RMS/F/2025/00001234

DOS file Text NNNNNNNN.AAA 00000001.PDF Load Numeric NNNNN 12345

Example:

Title (Free Text Part)

Approval Date Container DOS file Load

Department of Treasury Return Processing Division

04/01/1970 DTMB-

RMS/F/2025/00001234

00000001.PDF 12345

Content Manager Specifications Dataset: SOM1 Record Type: DTMB-RMS Schedule Document IIU Folder File Plan: n/a

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Attachment “C” Pricing

Insert Price Sheet Below the price sheet, include a per widget cost, per page for most things but may also be per roll or something else.

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Attachment “D” Recommended Practice: Quality Assurance Procedures

Quality assurance is the systematic process of checking delivered goods or services to see if they are meeting the specified requirements. The procedures described here apply to the scanning of paper records to convert them to digital images by the state’s contracted imaging vendor.

The statistics are derived from the standard known as ANSI/ASQC Z 1.4, formerly known as Mil STD 105. When properly used these standards provide the end user a 99.95% certainty that the work delivered is equivalent to the QA examination. It is important to note that this procedure is not equivalent to quality control but is rather an examination of the completed and delivered results. Quality control is performed by the vendor prior to delivery of images.

Prior to the pickup of the material:

STEP 1. Complete the Job Order form. Note the unique job number located in the top right-hand corner of the form.

STEP 2. For each box in the job, randomly select six individual pages. There is no exact methodology to this selection process, but it will be best to make the selections randomly from the front to the back of the box. Note the EXACT location from which the page was selected.

Make a photocopy of the selected page and handwrite the unique index value of that page on the photocopy OR scan the selected page and make a digital notation of the unique index value on the digital image. If the selected page happens to be a poor-quality original, do not modify the copier or scanner settings to improve the legibility of the page. Return the original document to the EXACT location from which it was taken. Note: It may be best to perform this function one page at a time. This will reduce the chance of an error.

STEP 3. Staple the photocopies together by the box from which they were selected and handwrite the box number on the first page. By way of example, if there are 20 boxes in the job, there should be 20 stapled groups identified by the box number. If using scanned documents, create a computer folder and name it by the box number, then put the digital images in the folder. If there are 20 boxes in the job, there should be 20 digital folders.

STEP 4. Insert the photocopies into an envelope and mark the envelope with the job number. If using scanned documents, create a computer folder and name it by the job number, then put the folders named by box number into the new folder.

At the completion of Step 4 the job is ready to be sent for scanning. The job will be scanned and indexed by the vendor and the completed work will be delivered to the appropriate people for loading into the imaging system.

When you have been notified that the images associated with the specific job are loaded, or the job has been delivered to your department, the QA examination can be completed. The basis for the examination is two-fold. (1) Can the image be located using the correct index value and

(2) once located, is the digital image equivalent to the photocopy or QA digital image.

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STEP 5. Upon notification that the job is loaded, locate the proper envelope containing the photocopies or locate the computer folder with the QA digital images for the job. Step through the photocopies or QA digital images one at a time and using the index value as the search criteria, request the file. Once the file is available on the computer screen, step through the images and locate the digital image equivalent of the photocopy or QA digital image.

PASS Criteria

The digital image for each selected page must be able to be located using the correct index value. Once the image has been located; it must have the same general appearance as the photocopy or QA digital image. If these two conditions are met, the QA for that page is complete. Continue to request and examine each selected sample image.

FAIL Criteria:

If the digital image cannot be located within its correct index value OR if the digital image is significantly poorer in visual appearance when compared to the photocopy or QA digital image, notify the designated person within the department immediately.

What happens in the case of a failure?

The failure should be reported to DTMB Records Management Services via email at dtmb-imagingservices@michigan.gov and to IIU via email at logistics@IIUinc.com as soon as it is reasonably convenient to do so. The Job Order Number and exact nature of the failure in as much detail as possible should be provided.

If IIU performed all work according to the specifications in this Authorizing Document, no further action is required by the vendor. The vendor will examine the original documents and the delivery data and/or images to verify that specifications have been met, then report the results to the AGENCY and DTMB Records Management Services, which will verify the results.

If IIU did not perform all work according to the specifications in this Authorizing Document, the vendor will re-process and re-deliver the product to meet all specifications, at no further cost to the AGENCY.

mailto:dtmb-imagingservices@michigan.gov mailto:dtmb-imagingservices@michigan.gov mailto:logistics@gsiinc.com

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Attachment “E” Quality Control Levels of Inspection

Inspection

IIU will perform the following inspection procedures:

Open and view the first, middle and last image of each batch or box of material.

In addition to viewing the first, middle and last page, no less than 10% of all of the images, randomly selected, will be opened and viewed to ensure that the capture of the image is compliant with the initial test results. Inspect images for clarity, reproducibility, proper sequence when sequence is appropriate, correct image orientation, and proper and accurate indexing.

If failure is due to improper prepping, scanning or indexing by IIU the project will be redone at IIU’s expense.

If images are determined to be non-compliant with the established test results the work will be redone at IIU’s expense.

Defects detected with this inspection process:

• Improper image contrast

• Incorrect scanner settings

• Incorrect resolution

• Incorrect or inaccurate indexing

• Image file format

• Incorrect naming convention

• Textual loss

• Image skewing

• Information distortion caused by folds or creases in the documents

• Image polarity

• Image orientation

• Image overlap caused by multiple document feed

• Failure to maintain correct document sequencing

Schedule A1 – Exhibit 1 – Authorizing Document