Agmt18 Raycom Data Technologies Inc.

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The rolls will be packed in lockable shipping containers that are 16 inches x 12 inches x 12 inches. Each container will hold approximately 153 rolls. The microfiche will be packed in to storage boxes that are 24 x 6 x 4 for microfiche that will hold 2500 microfiche. The microfiche boxes will be packed into boxes with the dimensions of 24 x 18 x 18. The Aperture Cards will be packed in 11 inches x 8 inches x 4 inches (25) boxes, and will double pack into 18 inches x 18 inches x 16 inches in (3) boxes. On-Demand Report Requests If at any time the City needs documents that are at the Raycom location for processing, Raycom shall provide a scanned copy to the City within four (4) hours of the request via Secure File Transfer Protocol (SFTP). A maximum of five (5) reports a day may be requested . Arrival of the Items at Raycom Location Upon arrival at Raycom the items received will be verified against the log that was created at the pick-up. After verification the items will be placed in the secure storage area accessible only by Project Managers. A batch of the documents, engineering drawings, microfiche or microfilm will be provided to employees who will begin the preparation of the items for scanning. Raycom will keep the City updated regularly on a frequency that is necessary and mutually agreed upon by the City and Raycom to keep the City apprised of the progress and schedule for the project. Test Phase Raycom will scan the media in batches of approximately 500 images. Prior to scanning each batch, Raycom shall scan a sample of each batch and provide to the City to approve for quality via an SFTP site. Once the scanned items have been retrieved by City staff, Raycom shall immediately delete files from the SFTP site. This approval will allow Raycom the opportunity to find the best settings and will set the standard for the quality of the items scanned for each department. Recommended DPI Settings Raycom recommends using 300 DPI for this project, which will provide a legible clear image. If required to ensure the quality and clarity of an image, the DPI will be increased. Methodology for Microfiche Scanning Preparation of Microfiche for Scanning Raycom will prepare the microfiche by cleaning the sheets with a micro fiber cloth to remove any objects, dirt or smudges that obscure the quality of the scanned microfiche frames during the scanning process. REV: 06-19-18 PR Page 14 of 23 ATTY/AGR.2018, 132/Raycom Data Technologies, Inc.