RFP - St. Thomas University

The STU representative will have access to perform verifications unannounced. The scanning
facility must be within a 50 mile radius of the STU campus.
12. All physical document boxes will be kept in a locked, alarmed, secure location when not
being physically prepared for scanning and in the scanning process. Scanned documents will
also be kept in secure storage until destroyed.
13. All documents will be maintained in a secure storage location when there is no activity on
the STU project.
14. Vendor will hold all files for destruction except historical documents as defined by STU as
part of the final scope of work.
15. Upon written authorization by the STU, the vendor will destroy, or have destroyed, all
records. The destruction will require authentication and certification; the particulars will be
agreed upon as part of the final scope of work. Any third party vendors must be approved by
STU.
16. All document prep work will be done by the vendor. Tracking DB will be maintained by the
vendor for all conversion activities
17. Capture of File Number must be 100% accurate
18. STU will provide a data file containing all existing file numbers which the vendor will use
for validation of data entry.
19. STU data file will contain additional index values which will be added to the data set used
by the vendor-provided hosted imaging solution.
20. If duplicate file numbers are found, the following process will take place:
a) Email STU contact person with File Number, SS numbers (one from each file), last
names and first names from both files.
b) STU will research and return appropriate action. Alternative: return both files to STU
for renumbering
c) STU is open to using bar-code cover sheets as a means of insuring 100% file number
capture.
21. Three scenarios are possible for defining a “document”:
a) The master staple will define a “document” – that is, if multiple documents (each
document having its own staple) are stapled together, the document set will be
considered one document.
b) The entire file will be one document.
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