Agenda Package 3-18-13 - Reg. Meeting

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'43 Introduction Lee County Industries, Inc. ( "LCI ") has prepared the following Statement of Work ( "SOW ") to detail services for the back -file scanning, electronic storage and retrieval of medical and other records (the "Project ") at the Lee County Health Department ( "Customer"). LCI has outlined the Project scope and costs for the Project. The service costs outlined in this document are based on LCI's preliminary information received from Customer. The information in this SOW supersedes all previous estimates or verbal discussions on the Project. Project Objective The objective of this project is to scan medical records as identified by the Customer, which will be uploaded to a secure website in order to be accessible to Customer. Documents will be organized for storage and retrieval through a SaaS (Software as a Service) system. User Acceptance Testing will be performed by both LCI and Customer following the initial 2,500 scans. Project Scope Services included in the project scope The following functions and deliverables will be fulfilled within the scope of this project. • Pick up of documents from the Customer site. Documents will be boxed by Customer, and each box will include an indexed list of patient first and last name, middle initial (optional) and date of birth. Each box will be numbered, and index list will indicate which box number it is associated with. Both LCI and Customer will sign "Change of Custody" form indicating which box numbers are changing custody. Files become in LCI custody once loaded onto the LCI vehicle. LCI vehicle is locked at all times. LCI will pick up no less than 30 boxes in one trip, however 50 — 75 boxes is the preferred volume for pick up. • LCI will prepare documents for scanning. This includes removing papers from their original files, removing staples and paperclips, straightening paper edges, and taping any sticky notes on a separate sheet for scanning. LCI does not make any decisions regarding what should and should not be scanned. All pages within a file with be scanned. • On- boarding. The on- boarding process of scanning documents will result in three basic steps: 1. Scanning/imaging. 2. Indexing and verification. LCI will scan documents within the paper files into electronic folders, and they will be indexed according to the following, as defined by the Customer: (any additional index fields requested by the Customer will result in a Change Order to the SOW, which will result in an addendum to this agreement) ■ First name 4