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 />
change the status of the case on its Inventory System to<br />
Withdrawn as specified in Subsection 4.3.9.4.<br />
4.3.11.2 Emergent <strong>Retrieval</strong> <strong>and</strong> Delivery of <strong>Case</strong> <strong>Record</strong>s for<br />
County DCSS’ authorized person who requests <strong>Case</strong><br />
<strong>Record</strong>s will verify whether the <strong>Case</strong> <strong>Record</strong> is in the<br />
Contractor’s Inventory System <strong>and</strong> when the <strong>Case</strong><br />
<strong>Record</strong> will be available for pick-up.<br />
For these case requested on an emergent basis the<br />
Contractor will invoice DCSS any additional fees.<br />
Emergent cases shall be retrieved within 24 hours of the<br />
request, or sooner. These <strong>Case</strong> <strong>Record</strong>s will be picked<br />
up by DCSS’ emergency messenger, which may be a<br />
different messenger than the regular DCSS’<br />
messengers.<br />
4.4 Receipt, <strong>Storage</strong>, <strong>Retrieval</strong> <strong>and</strong> Refiling Requirements for Boxes of In-<br />
Home Supportive <strong>Services</strong> (IHSS) Timesheets, Boxes of General<br />
Relief (GR) Non-Assistance Food Stamps(GR/NAFS) or General Relief<br />
(GR) Non-Assistance CalFresh (GR/NACF) <strong>Case</strong> <strong>Record</strong>s/Documents<br />
<strong>and</strong> Boxes of Court/Audit <strong>Case</strong>s<br />
4.4.1 Verification <strong>and</strong> Processing of Boxes of IHSS Timesheets, Boxes<br />
of GR/NAFS or GR/NACF<strong>Case</strong> <strong>Record</strong>s/Documents <strong>and</strong> Boxes of<br />
Court/Audit <strong>Case</strong> <strong>Record</strong>s Received<br />
Contractor shall verify receipt of Boxes at Contractor’s facility. Any<br />
Box that is not accurately identified by the Box label attached to<br />
each Box shall be returned to the sending County office with<br />
appropriate notation <strong>and</strong> without charge to County.<br />
4.4.1.1 The County’s Transmittal Form(s) attached to the Boxes<br />
submitted by County for storage shall be the basis for<br />
monthly invoice from Contractor.<br />
4.4.2 Processing Newly Received Boxes of IHSS Timesheets, New<br />
Boxes of GR/NAFS or GR/NACF <strong>Case</strong> <strong>Record</strong>s/Documents <strong>and</strong><br />
Boxes of Court/Audit <strong>Case</strong> <strong>Record</strong>s<br />
Contractor shall maintain separate physical storage on shelves<br />
<strong>and</strong> separate tracking on Contractor’s Inventory System for Boxes<br />
of IHSS Timesheets, separate physical storage <strong>and</strong> tracking for<br />
Boxes of GR/NAFS or GR/NACF <strong>Case</strong> <strong>Record</strong>s/Documents <strong>and</strong><br />
separate physical storage <strong>and</strong> tracking for Boxes of Court/Audit<br />
<strong>Case</strong> <strong>Record</strong>s (by court case <strong>and</strong> audit type).<br />
CASE RECORD STORAGE AND RETRIEVAL SERVICES (<strong>RFP</strong>) 2012 153
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