Case Record Storage and Retrieval Services RFP (Part I)

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APPENDIX B: STATEMENT OF WORK 4.4.2.1 Boxes of IHSS Timesheets Each Box of IHSS Timesheets will be pre-labeled by County with information reflecting the Box contents (i.e., a two digit County office number, four digit year, two digit month, one digit pay period, four character alpha code and one digit Box designation). Contractor shall enter this alpha-numeric identification for Box contents on Contractor’s Inventory System along with the Receipt Date and Contractor’s Box Storage location identifier and place the Box onto shelving for storage. 4.4.2.2 Boxes of GR/NAFS OR GR/NACF Closed Case Records/Documents Each Box of GR/NAFS Case Records/Documents will be pre-labeled by County with a unique number, not to exceed 12 characters, for identification purposes. Contractor shall enter this Box identification number on Contractor’s Inventory System along with the Receipt Date and Contractor’s Box storage location identifier and place the Box onto shelving for storage. 4.4.2.3 Boxes of Court/Audit Case Records Each Box of Court/Audit Case Records will be prelabeled by County with a unique number for identification purposes. Contractor shall enter this Box identification number on Contractor’s Inventory System along with the Receipt Date and Contractor’s Box storage location identifier and place the BOX onto shelving for storage. In addition to Boxes of Court/Audit Case Records being stored and tracked separately from Boxes of IHSS Timesheets and Boxes of GR/NAFS or GR/NACF Case Records/Documents, they shall also be stored separately by type of Court Case and Audit. 4.4.2.4 Storage of Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Boxes of Court/Audit Cases Contractor shall be solely responsible for the safe and confidential storage of all Boxes of IHSS Timesheets, all Boxes of GR/NAFS or GR/NACF Case Records/Documents and all Boxes of Court/Audit cases from the time they are picked up from County offices until they are returned to a County office. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 154
APPENDIX B: STATEMENT OF WORK All Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Boxes of Court/Audit Case Records shall be stored in an orderly manner with separate physical storage and tracking for each category and separate physical storage and tracking for each subcategory under the Court/Audit Case Records category. Any changes to the system described in this Subsection 4.4.2.4 shall be approved in writing by the CCA prior to implementation. Another Contractor must be able to assume this work, should it become necessary, at the termination or expiration of the Contract. 4.4.3 Retrieval and Delivery of Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Boxes of Court/Audit Case Records Contractor shall be responsible for retrieval and delivery of requested Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Boxes of Court/Audit Case Records; and shall update Contractor’s Inventory System to show that the Box has been Borrowed or Withdrawn, the number of the County office which requested it, the date of the request, whether it is a Regular Retrieval Request or Emergent Retrieval Request and the date the Box was sent out for delivery. Each requested Box shall be signed for by an authorized County employee on a Contractor provided delivery manifest. 4.4.3.1 The signed delivery manifest, listing Boxes requested, retrieved and delivered shall be the basis for the monthly invoice from Contractor. 4.4.3.2 Retrieval Request forms and all documentation of telephone calls from County authorized personnel requesting emergent Box retrievals shall be maintained to support the Boxes listed on the delivery manifest. 4.4.3.3 Retrieval Requests for all Boxes shall be in writing and shall come from County offices or special functions as listed in SOW Technical Exhibit B-7. Requests from other than those County offices or special functions listed on Technical Exhibit B-7 shall be sent to Contractor by the CCA. County may periodically update the County offices and special functions listed on SOW Technical Exhibit B-7. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 155
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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 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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PROPOSAL SUBMISSION REQUIREMENTS 3.
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Case Record Storage and Retrieval Services RFP (Part I)

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