RFP - St. Thomas University

11. Vendor will describe their preferred image file and conversion output transfer logistics.
Describe the mechanism of insuring all data has been transferred. Assume the vendor will host
the images until the STU document management system is ready to receive images and indices.
12. Vendor will describe their exception procedure for providing source files or documents in
the Vendor’s possession to STU prior to their being available in the hosted archive. Describe
alternative methods and timelines for delivery.
13. Vendor will describe the recommended approach for the STU to insure quality of conversion
output.
14. The vendor may recommend alternative methods of insuring quality control.
15. Vendor will maintain the hierarchical relationship of box #, file #, # of pages in the file and
# of images (e.g. both page and image count) to support post-conversion QC and payment
reconciliation.
16. Vendor will describe the process for managing indexing exceptions not specifically
discussed.
17. Vendor will describe the STU’s conversion support resources needed during the project’s
key phases.
18. Vendor will recommend, in conjunction with the quality control process you described
above, a timeline for destruction of source documents. Justify this timeline.
19.. Vendor will describe their system for providing temporary hosted access to images (Hosted
Archive) by the STU during the span of time from initiation of the conversion to the availability
of the STU document management system to receive the converted images and indices.
20. Provide references for 2 conversion projects that are similar in size, scope and complexity
you have performed in the last 2 years. Include the following information:
20.1 Organization Name
20.2 Client Project manager information
20.2.1 Name
20.2.2 Title
20.2.3 Phone number
20.2.4 Email address
20.3 Dates of service
20.4 Synopsis of services performed
21. Describe whether the conversion processes were new/unique and could apply to
streamline/reduce the STU’s backfile conversion project’s cost and elapsed time.
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