Case Record Storage and Retrieval Services RFP (Part I)

APPENDIX B: STATEMENT OF WORK
4.4.3.4 Data Entry
Contractor shall perform data entry for all Boxes listed
on Retrieval Request forms unless the Retrieval Request
is rejected because it is illegible, inaccurate or
incomplete.
4.4.3.5 Data Entry and Requestor Notification for Boxes Not
Available for Retrieval
If a Box is not available to Contractor for retrieval
processing because it is: 1) Out to another County
office, 2) There is another retrieval in process, or 3) The
Box is not on file. Contractor shall notify the requestor for
each such Box which cannot be retrieved and shall state
the reason the Box cannot be retrieved. If the Box is not
on file, Contractor shall specify the reason the Box is not
on file (i.e., the Box was never received into storage).
4.4.3.6 Borrowed Boxes of Records/Documents
When a Box of Records or Documents is Borrowed,
Contractor shall indicate such fact and shall continue to
retain such record on the Inventory System. Borrowed
Boxes, when returned to Contractor, shall be refiled.
4.4.3.7 Withdrawn Boxes of Records/Documents
When a Box of Records or Documents is Withdrawn,
Contractor shall indicate such fact on Contractor’s
Inventory System. If a Withdrawn Box is returned to
Contractor for storage, it shall be received and
processed as new inventory. County shall, when
necessary, alter a Borrowed or Withdrawn designation
as County determines the need to do so.
4.4.3.8 Regular Retrieval Requests for Retrieval and Delivery of
All Boxes of Case Records and Documents
Contractor shall retrieve and deliver Regular Retrieval
Requests for Boxes of IHSS Timesheets, Boxes of
GR/NAFS or GR/NACF Case Records/Documents and
Boxes of Court/Audit Case Records within three
workdays after receipt of the request.
CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 156