Case Record Storage and Retrieval Services RFP (Part I)

APPENDIX B: STATEMENT OF WORK
4.2.6.2 Contractor’s messenger shall count the number of Boxes
of IHSS Timesheets, Boxes of GR/NAFS OR GR/NACF
Case Records/Documents and Boxes of Court /Audit
Case Records at each location to ascertain that the
Transmittal Form reflects the same number of Boxes.
4.3 Receipt, Storage, Retrieval and Refiling Requirements for Open and
Closed Case Records and Special Investigation Records
4.3.1 Verification and Processing of Records Received
Contractor shall perform its verification at the Contractor’s
receiving facility. Any Case Records/Special Investigation Records
which are not accurately described on the Transmittal Form shall
be returned by Contractor to the sending County office with
appropriate notation and without charge to County.
4.3.2 Processing Newly Received Case Records/Special Investigation
Records
For all new Case Records and Special Investigation Records
received at Contractor’s facility, Contractor shall:
1. Assign a Receipt Date, which shall be the date the
Contractor picks up the Record at the County office for
processing at Contractor’s facility;
2. Enter the Case Number, Case Name, Receipt Date, Close
Date for Closed Case Records and Special Investigation
Records (including negative or positive for Special
Investigation Records), and the number of the County office
from which the new record was received on Contractor’s
Inventory System;
3. Activate the Case Record convertor and search to ensure
newly received cases are not known to the Contractor’s
data base; and if known and an open case, categorize case
as a duplicate Case Record and follow procedures outlined
in Subsection 4.3.4 herein below; and
4. Place the new record in storage, (when it is established the
record is not already known to the system), separating
records according to categories as follows:
a. Open Case Records
b. Closed Case Records
CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 146