Case Record Storage and Retrieval Services RFP (Part I)
Case Record Storage and Retrieval Services RFP (Part I)
Case Record Storage and Retrieval Services RFP (Part I)
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APPENDIX B: STATEMENT OF WORK<br />
4.3.9.2 Data Entry <strong>and</strong> Requestor Notification for <strong>Case</strong> <strong>Record</strong>s<br />
Not Available for <strong>Retrieval</strong><br />
If a <strong>Case</strong> <strong>Record</strong> is not available to Contractor for<br />
retrieval processing because it is out to another district,<br />
there is another retrieval in process or the record is not<br />
on file, Contractor shall notify the requestor for each<br />
such record which cannot be retrieved. Contractor shall<br />
provide a specific reason for a record not being on file<br />
(i.e., <strong>Case</strong> <strong>Record</strong> has not been received into storage.)<br />
4.3.9.3 Borrowed <strong>Case</strong> <strong>Record</strong>/Special Investigation <strong>Record</strong><br />
When a <strong>Case</strong> <strong>Record</strong>/Special Investigation <strong>Record</strong> is<br />
Borrowed, Contractor shall indicate such fact <strong>and</strong> shall<br />
continue to retain such record on the Inventory System.<br />
Borrowed records, when returned to Contractor, shall be<br />
refiled.<br />
4.3.9.4 Withdrawn <strong>Case</strong> <strong>Record</strong>s/Special Investigation <strong>Record</strong>s<br />
When a <strong>Case</strong> <strong>Record</strong>/Special Investigation <strong>Record</strong> is<br />
Withdrawn, Contractor shall indicate such fact on<br />
Contractor’s Inventory System. If a Withdrawn <strong>Case</strong><br />
<strong>Record</strong>/Special Investigation <strong>Record</strong> is returned to<br />
Contractor for storage, it shall be received <strong>and</strong><br />
processed as new inventory. Contractor shall, when<br />
necessary, alter a Borrowed or Withdrawn designation<br />
as County determines the need to do so.<br />
4.3.9.5 Regular <strong>Retrieval</strong> Requests<br />
Contractor shall retrieve <strong>and</strong> deliver all Regular <strong>Retrieval</strong><br />
Requests for <strong>Case</strong> <strong>Record</strong>s/Special Investigation<br />
<strong>Record</strong>s within three workdays after receipt of the<br />
request.<br />
When County adds additional stops to Contractor<br />
provided messenger service with a frequency of other<br />
than every other day, Contractor shall deliver <strong>Record</strong>s<br />
requested to these sites by the next scheduled delivery<br />
day.<br />
4.3.9.6 Emergency <strong>Retrieval</strong> Requests<br />
There may be occasional requests for emergency<br />
retrieval <strong>and</strong> delivery of <strong>Case</strong>/Special Investigation<br />
<strong>Record</strong>s. Such Emergency <strong>Retrieval</strong> Requests shall be<br />
CASE RECORD STORAGE AND RETRIEVAL SERVICES (<strong>RFP</strong>) 2012 150
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