Agmt18 Raycom Data Technologies Inc.

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Raycom operational procedures are focused on quality at all times from receiving the items at Raycom to the very end of finalizing the delivery to the City. The Q/C operators will verify the directory structure and images quantity total against the production scanning log sheet and the preparation log sheet. A visual inspection of each image against the original will be performed, to make sure the images scanned are the same or better than the original. Any clean up and cosmetic changes will be done utilizing RDIS Imaging software during the verification. Blank pages will be removed as required . Each image will be manually checked for clarity, legibility, quality, cut off images or file compression errors. The index database file will be verified to ensure all images are accurately indexed . The images will be authenticated to certify that they were scanned in the order as provided. Changes, quality issues, and initial for confirmation of inspection will be documented on the production scan log sheet. The Project Manager will be notified as to when the images are available for the indexing operators to begin retrieving the images. The Q/C Operator will provide the production log sheet to the Project Manager when completed verifying the images. Delivery of Images and Index from Microfilm When the images from the microfilm have been transferred to an encrypted external hard drive, the media will be provided to the Raycom project manager for final approval prior to delivery to the City. The microfilm images will be transferred to an encrypted hard drive on a regular basis for the City to use immediately and verify. The regular transfers will allow the City to verify a manageable amount of images as to not be overwhelmed . Once the microfiche has been retrieved by City staff, the City will return the hard drive to Raycom. The media will be labeled with the delivery date, total count of boxes and box numbers, and include a copy of the transmittal sheet. Return of Microfilm Raycom will create a shipping ticket (return acknowledgement) indicating the image totals, directory structures, and other information on the Raycom production log system. Raycom will provide the media to the City with the completed images at least once a month via an encrypted hard drive. Once the images have been transferred to the City's EDMS repository, the City will return the hard drive to Raycom to add the next set of images to it for the next delivery. The microfilm will be returned with the media upon approval of the images. Raycom shall provide a proof of return acknowledgement to the City at the time of delivery detailing what items are being returned and what is on the media that is delivered. REV: 06-19-18 PR Page 18 of 23 ATTY/AGR.2018. 132/Raycom Data Technologies, Inc.