RFP - St. Thomas University

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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. 10/16/2006 54 of 63
22. Provide list of ALL schools of higher education for which the company has performed conversion work in the past 3 years. 22.1 Organization Name 22.2 Dates of service 22.3 Types of records converted 10/16/2006 55 of 63
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St. Thomas University Request for P
Page 3 and 4: Executive Summary St. Thomas Univer
Page 5 and 6: Section 1: General Information 1.1
Page 7 and 8: NOTE: Electronic copies of the prop
Page 9 and 10: Section 2: Document Management and
Page 11 and 12: Description 7. Scan-time indexing v
Page 13 and 14: Description 21. Delete blank pages
Page 15 and 16: Description 7. Index large batches
Page 17 and 18: Description 7. Fax capture: Automat
Page 19 and 20: Description 3. Automatically index
Page 21 and 22: Functionality Type User Interface/V
Page 23 and 24: Description 14. Reorder pages withi
Page 25 and 26: Functionality Type Retrieval and Se
Page 27 and 28: Functionality Type Annotations Desc
Page 29 and 30: Description 13. Ability to give spe
Page 31 and 32: Description 7. Option to print inde
Page 33 and 34: Description 7. Automate workflow ro
Page 35 and 36: Functionality Type Integration Desc
Page 37 and 38: Functionality Type Interoperability
Page 39 and 40: Description 7. Give multiple users
Page 41 and 42: Functionality Type Server Descripti
Page 43 and 44: Functionality Type Client Descripti
Page 45 and 46: Functionality Type System Auditing
Page 47 and 48: Description 6. Support for multiple
Page 49 and 50: Description 7. User validation agai
Page 51 and 52: Section 3: Document Conversion Serv
Page 53: c) Each page will be its own docume
Page 57 and 58: 3.5. Document types for demonstrati
Page 59 and 60: Section 4: Cost Summary 4.1 General
Page 61 and 62: 4.4 Document Conversion Services: D
Page 63: 4.5 Payment for Service 1. Vendor w
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RFP - St. Thomas University

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