Case Record Storage and Retrieval Services RFP (Part I)

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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
APPENDIX B: STATEMENT OF WORK c. Special Investigation Records, subdivided into negative and positive as identified by County. 4.3.3 Processing Borrowed Case Records/Special Investigation Records Received for Refiling For all Borrowed Case Records/Special Investigation Records received at Contractor’s facility for refiling, Contractor shall update Contractor’s Inventory System to reflect return of the Borrowed Record and place it in storage. The Borrowed Record shall be returned to the same Box. In the event borrowed cases can no longer be replaced in the same Box because additional materials filed in the case prevent inclusion in the same Box, the Record shall be reboxed and the Inventory System updated to reflect the change. 4.3.4 Processing a Duplicate Case Record For all Duplicate Case Records, Contractor shall pull the original Case Record, band the original and duplicate together and file. Additionally, when notified by County that the last Case Record is closed and there are no remaining Open Case Records, Contractor shall pull all other Case Records with the same Case Name and Number and band the case records together and file. The process described herein is more complex than receiving a new case record in that it involves pulling an existing record, combining it with a newly received record, reboxing as appropriate and annotating the Inventory System. Contractor will be required to reconcile the combining of case records in one location, to eliminate an erroneous determination that a case record is not on file and eliminating the cost of data entry for cases which have been combined. For purposes of this Section, a duplicate case record is defined as: • Same Close Date as original Closed Case Record; • Same Case Number as the original Open Case Record previously received for processing; or • A Legacy Case Number (an old numeric case number) that has been converted to a LEADER case number (a new alpha numeric case number). Contractor will be required to update the Inventory System as part of the duplicate processing, as appropriate, and to reconcile the combining of case records in one location to eliminate an CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 147
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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 ‣ Q: ‣ R: T
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GENERAL INFORMATION 1.10 Contact wi
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GENERAL INFORMATION record, with th
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GENERAL INFORMATION recommend to th
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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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COUNTY POLICIES AND PROGRAMS progra
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PROPOSAL SUBMISSION REQUIREMENTS 3.
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PROPOSAL SUBMISSION REQUIREMENTS
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SELECTION PROCESS AND EVALUATION CR
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APPENDIX A: SAMPLE CONTRACT RECITAL
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Case Record Storage and Retrieval Services RFP (Part I)

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