Case Record Storage and Retrieval Services RFP (Part I)

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APPENDIX B: STATEMENT OF WORK Contractor shall preserve County property and data from loss or damage through control of use and access to County property. Only Contractor - authorized personnel shall handle and have access to County stored property, except for those persons otherwise authorized by County or who may gain access through the acts or omissions of County. 3.6 Inventory System Contractor shall be required to provide an Inventory System that can convert and track two case numbers for one case record: Contractor shall maintain a state-of-the-art Inventory System that will manage inventory in the following manner: • Separate tracking for Case Records; • Separate tracking for Boxes of IHSS Timesheets; • Separate tracking for Boxes of GR/NAFS OR GR/NACF Case Records/Documents; • Separate tracking for Boxes of Court/Audit Case Records, with the capacity to categorize and identify cases based on type of court or audit, as identified by County; • Separate tracking for Special Investigation Records, subdivided into negative or positive, as identified by County. Contractor shall implement a system of tracking which prevents the accessing of a Special Investigation Record through the tracking of a Case Record; • Contractor’s system shall include, but not be limited to, safeguards in all areas to ensure against loss of, and provide for timely retrievals of, Case Records, Special Investigation Records, Boxes of IHSS Timesheets, Boxes of GR/NAFS OR GR/NACF Case Records/Documents, and boxes of Court/Audit Case Records; • Contractor shall provide a system of tracking records that is capable of expanding, tracking, cross-referencing and reconciling additional classifications of Records as may be deemed necessary by County. The Inventory System shall be continuously updated with Case Record/Special Investigation Record/Box activity during the term of the Contract; • Contractor shall provide a system that reconciles records that have been combined in a single location, eliminating the erroneous conclusion that a record is not on file or duplicating costs of searching for a record that has been combined; and CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 140
APPENDIX B: STATEMENT OF WORK • Contractor shall provide a system that is capable of tracking two case numbers for one case record and that is capable of converting numeric case numbers (old case numbers) to alpha numeric case numbers (new case numbers). NOTE: The County will provide the conversion algorithm. Upon expiration of the Contract, or at any time upon request by County, Contractor agrees to provide County with one (1) copy of the DPSS Case Tracking data and one (1) copy of the DPSS Special Investigation Record Tracking data, including all case tracking data. In addition, Contractor shall provide County with data pertaining to the tracking of GR/NAFS OR GR/NACF, IHSS, Court/Audit boxes and any other Boxes similarly stored, which shall be provided in an electronic format acceptable to the County. 3.7 Posted Materials Contractor shall post in its facility(ies), where they are easily accessible to employees, Equal Employment Opportunity (EEO) and State-approved Nondiscrimination in Service notices. Contractor may obtain EEO notices from: 3.8 Training U.S. Equal Employment Opportunity Commission 255 East Temple Street, 4 th Floor Los Angeles, California 90012 Telephone: (213) 894-1000 3.8.1 Contractor shall provide training in all aspects of services provided in this Contract. 3.8.2 Contractor shall furnish Child Abuse, Elder Abuse, Cultural Awareness and Civil Rights training for all Contractor staff. The training shall be provided by Contractor utilizing County provided written materials and/or videos. 3.8.3 Contractor shall provide employee orientation and training that covers all aspects of Contract services. 4.0 SPECIFIC TASKS AND DELIVERABLES 4.1 Initial Transfer, Inventory, Storage and Tracking of records and boxes for all Case Records 4.1.1 Contractor shall transfer to its facility(ies) all Open and Closed Case Records, Special Investigation Records, Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Boxes of Court/Audit Case Records CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 141
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REQUEST FOR PROPOSALS FOR CASE RECO
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TABLE OF CONTENTS 2.10 Jury Service
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TABLE OF CONTENTS D-15 Charitable C
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GENERAL INFORMATION 1.0 GENERAL INF
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GENERAL INFORMATION 1.10 Contact wi
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GENERAL INFORMATION Angeles County.
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COUNTY POLICIES AND PROGRAMS and im
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COUNTY POLICIES AND PROGRAMS 2.10.1
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Case Record Storage and Retrieval Services RFP (Part I)

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