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 />
4.6 Permanent Removal of Stored <strong>Record</strong>s/Documents<br />
4.6.1 General<br />
County shall provide for destruction of <strong>Case</strong> <strong>Record</strong>s, Special<br />
Investigation <strong>Record</strong>s, Boxes of IHSS Timesheets, Boxes of<br />
GR/NAFS OR GR/NACF <strong>Case</strong> <strong>Record</strong>s <strong>and</strong> Boxes of Court/Audit<br />
<strong>Case</strong> <strong>Record</strong>s independent from this Contract. DPSS shall be<br />
responsible for said destruction throughout the term of the<br />
Contract.<br />
IN NO EVENT SHALL CONTRACTOR, OR ANY OF<br />
CONTRACTOR’S AGENTS, DESTROY OR CAUSE TO BE<br />
DESTROYED, ANY CASE RECORD, SPECIAL INVESTIGATION<br />
RECORD, BOX OF IHSS TIMESHEETS, BOX OF GR/NAFS OR<br />
GR/NACF CASE RECORDS/DOCUMENTS OR BOX OF<br />
COURT/AUDIT CASE RECORDS.<br />
4.6.2 <strong>Retrieval</strong> of Stored <strong>Record</strong>s/Documents for Destruction<br />
Should it become possible for the County to destroy old <strong>Case</strong><br />
<strong>Record</strong>s, Boxes of IHSS Timesheets, Boxes of GR/NAFS or<br />
GR/NACF <strong>Case</strong> <strong>Record</strong>s/Documents, Boxes of Court/Audit <strong>Case</strong><br />
<strong>Record</strong>s, County shall furnish Contractor with a computer listing or<br />
closing years of Closed <strong>Case</strong> <strong>Record</strong>s or Box Identifier Numbers<br />
for Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF<br />
<strong>Case</strong> <strong>Record</strong>s/Documents or Boxes of Court/Audit <strong>Case</strong> <strong>Record</strong>s<br />
to be retrieved for destruction. If County requests destruction of<br />
old <strong>Case</strong> <strong>Record</strong>s based on closing years, County may need to<br />
identify specific records for Contractor to retrieve, rebox <strong>and</strong> save<br />
from destruction.<br />
Contractor shall provide County with a computer listing of all<br />
positive <strong>and</strong> negative Special Investigation records, upon County<br />
notification of pending record destruction. The County will review<br />
<strong>and</strong> notify Contractor of any specific records County wishes to<br />
exempt from destruction <strong>and</strong> Contractor shall retrieve, rebox <strong>and</strong><br />
save those records from destruction.<br />
4.6.2.1 Logistics of the destruction will be coordinated by the<br />
CCA. Upon request from DPSS authorized staff,<br />
Contractor shall locate <strong>and</strong> pull all County designated<br />
<strong>Case</strong> <strong>and</strong> Special Investigation <strong>Record</strong>s <strong>and</strong> Boxes,<br />
update the Inventory System to show that such<br />
<strong>Record</strong>s/Boxes have been removed <strong>and</strong> prepared for<br />
County pick-up at Contractor’s loading dock.<br />
CASE RECORD STORAGE AND RETRIEVAL SERVICES (<strong>RFP</strong>) 2012 158
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