Scanning America Professional Services Agreement 06-27-2022216847v1 1
PROFESSIONAL SERVICES AGREEMENT
AGREEMENT made this 27th day of June, 2022, by and between the CITY OF CHANHASSEN, a
Minnesota municipal corporation ("City") and SCANNING AMERICA, INC., a Kansas corporation
("Contractor").
IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS
FOLLOWS:
1. AGREEMENT DOCUMENTS. The Agreement consists of the following documents. In the
event of conflict among the documents, the conflict shall be resolved by the order in which they are listed, with
the document listed first having the first priority and the document listed last having the last priority:
A. This Professional Services Agreement;
B. Contractor’s Quote and Letter Representations dated May 31, 2022 to provide scanning
services (“Quote”).
2. SCOPE OF SERVICES. The City retains Contractor to provide the professional services
described in the Quote (“Work”). Contractor’s representations and services identified in its letter dated June
2, 2021 are incorporated herein and made a term of this Agreement.
3. COMPENSATION. Contractor will send rolling deliveries of digitized document
groupings as each grouping is finished. An invoice will be sent for the documents in each delivery.
Contractor shall be paid in accordance with the terms of the Quote, within 35 days of receipt of each invoice
for the completion of the Work.
4. CHANGE ORDERS. All change orders, regardless of amount, must be approved in
advance and in writing by the City. No payment will be due or made for work done in advance of such
approval.
5. DOCUMENTS. All reports, plans, models, software, diagrams, analyses, and information
generated in connection with performance of this Agreement shall be the property of the City upon payment
by the City. The City may use the information for its purposes. The City shall be the copyright owner.
The vesting of the City’s ownership of the copyright in materials created by the Contractor shall be
contingent upon the City’s fulfillment of its payment obligations hereunder. The Contractor shall be
allowed to use a description of the services provided hereunder, including the name of the City, and
photographs or renderings of any projects which develop from the planning or other services provided by
the Contractor, in the normal course of its marketing activities.
6. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder,
Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services
to be provided.
7. STANDARD OF CARE. Contractor shall exercise the same degrees of care, skill, and
diligence in the performance of the services as is ordinarily possessed and exercised by a professional
contractor under similar circumstances. No other warranty, expressed or implied, is included in this
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Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Contractor’s
services.
8. INDEMNIFICATION. Contractor, at its sole cost and expense, shall indemnify, hold
harmless and protect the City, including its officers, employees, agents and volunteers from and against any
and all Loss. “Loss” means any and all loss, damage, liability, expense, or cyber security breach of any nature
whatsoever, whether incurred as a judgement, settlement, penalty, fine or otherwise (including attorney’s fees
and the cost of defense) in connection with any action, proceeding, demand, or claim, whether real or spurious,
for injury, including death to any person or persons or for damages to or loss of, or the loss of use of, property
of any person, firm, or corporation, including the parties hereto, which arises out of, or is connected with, or
is claimed to arise out of or be connected with, any intentional, wanton or negligent act or omission of the
Contractor, its agents, employees, officers, subcontractors, suppliers, or Contractor members. However, this
hold harmless and indemnification shall not apply to the extent such Loss results from any negligent, intentional
or wanton act or omission on the part of the City, its officers, agents, employees, representatives, or
subcontractors.
9. INSURANCE. Contractor shall secure and maintain insurance in accordance with the
requirements provided in Exhibit A attached hereto:
10. INDEPENDENT CONTRACTOR. The City hereby retains Contractor as an independent
contractor upon the terms and conditions set forth in this Agreement. Contractor is not an employee of the City
and is free to contract with other entities as provided herein. Contractor shall be responsible for selecting the
means and methods of performing the Work. Contractor shall furnish any and all supplies, equipment, and
incidentals necessary for Contractor's performance under this Agreement. City and Contractor agree that
Contractor shall not at any time or in any manner represent that Contractor or any of Contractor's agents or
employees are in any manner agents or employees of the City. Contractor shall be exclusively responsible
under this Agreement for Contractor's own FICA payments, workers compensation payments, unemployment
compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts,
or taxes are required to be paid by law or regulation.
11. SUBCONTRACTORS. With the exception of the individuals identified in the Proposal,
Contractor shall not enter into subcontracts for services provided under this Agreement without the express
written consent of the City. Contractor shall comply with Minnesota Statutes §471.425. Contractor must
pay subcontractors for all undisputed services provided by subcontractors within ten (10) days of
Contractor’s receipt of payment from City. Contractor must pay interest of one and five-tenths (1.5%)
percent per month or any part of a month to subcontractors on any undisputed amount not paid on time to
subcontractors. The minimum monthly interest penalty payment for an unpaid balance of One Hundred
Dollars ($100.00) or more is Ten Dollars ($10.00).
12. ASSIGNMENT. Neither party shall assign this Agreement, nor any interest arising herein,
without the written consent of the other party.
13. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall
not affect, in any respect, the validity of the remainder of this Agreement.
14. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This
Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter
hereof as well as any previous agreements presently in effect between the parties relating to the subject matter
hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid
only when expressed in writing and duly signed by the parties, unless otherwise provided herein.
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15. CONTROLLING LAW/VENUE. This Agreement shall be governed by and construed in
accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in
the District Court of the State of Minnesota for Carver County.
16. COPYRIGHT. Contractor shall defend actions or claims charging infringement of any
copyright or patent by reason of the use or adoption of any designs, drawings or specifications supplied by
it, and it shall hold harmless the City from loss or damage resulting there from.
17. PATENTED DEVICES, MATERIALS AND PROCESES. If the Agreement requires,
or Contractor desires, the use of any design, devise, material or process covered by letters, patent or
copyright, trademark or trade name, Contractor shall provide for such use by suitable legal agreement with
the patentee or owner and a copy of said agreement shall be filed with the City. If no such agreement is
made or filed as noted, Contractor shall indemnify and hold harmless the City from any and all claims for
infringement by reason of the use of any such patented designed, device, material or process, or any
trademark or trade name or copyright in connection with the services agreed to be performed under the
Agreement, and shall indemnify and defend the City for any costs, liability, expenses and attorney's fees
that result from any such infringement.
18. RECORDS. Contractor shall maintain complete and accurate records of time and expense
involved in the performance of services.
19. AUDIT DISCLOSURE AND DATA PRACTICES. Any reports, information, data, etc.
given to, or prepared or assembled by the Contractor under this Agreement which the City requests to be kept
confidential, shall not be made available to any individual or organization without the City’s prior written
approval. The books, records, documents and accounting procedures and practices of the Contractor or other
parties relevant to this Agreement are subject to examination by the City and either the Legislative Auditor or
the State Auditor for a period of six (6) years after the effective date of this Agreement. This Agreement is
subject to the Minnesota Government Data Practice Act, Minnesota Statutes Chapter 13 (Data Practices Act).
All government data, as defined in the Data Practices Act Section 13.02, Subd. 7, which is created, collected,
received, stored, used, maintained, or disseminated by Contractor in performing any of the functions of the
City during performance of this Agreement is subject to the requirements of the Data Practice Act and
Contractor shall comply with those requirements as if it were a government entity. All subcontracts entered
into by Contractor in relation to this Agreement shall contain similar Data Practices Act compliance language.
20. SAFETY PRECAUTIONS. Contractor shall be responsible for initiating, maintaining and
supervising all safety and security precautions and programs in connection with the performance of the Work
and shall take reasonable precautions for the safety of, and shall provide reasonable protection to prevent injury,
damage or loss to (a) material and equipment stored at on-site or off-site locations for use in performance of
the Work and (b) the security of the documents, information and data of City, including reasonably providing
cyber security. Contractor shall give notice and comply with applicable laws, ordinances, rules, regulations,
orders and the like bearing on safety of property or security of data and information and their protection from
injury, damage or loss.
21. REMEDY OF DEFECTIVE WORK. If any defects in the Work are discovered within two
(2) years from the final completion of the Work, Contractor shall promptly remedy such defects at its own
expense.
22. NON-DISCRIMINATION. The Contractor agrees during the life of this Agreement not to
discriminate against any employee, application for employment, or other individual because of race, color, sex,
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age, creed, national origin, sexual preference, or any other basis prohibited by federal, state, or local law. The
Contractor will include a similar provision in all subcontracts entered into for performance of this Agreement.
23. TERMINATION OF THE AGREEMENT. The City may terminate this Agreement or
any part thereof at any time, upon written notice to Contractor, effective upon delivery including delivery
by facsimile or email. In such event, Contractor will be entitled to compensation for Work performed up
to the date of termination based upon a pro rata basis. Upon early termination of this Agreement, Contractor
shall return all City property provided to Contractor for performance of this Agreement.
24. COMPLETION. Completion date of all Work will be mutually agreed upon between City
and Contractor.
25. BINDING EFFECT. This Agreement shall be binding upon, and inure to the benefit of,
the parties and their respective successors and assigns.
Dated: __________________, 2022. CITY OF CHANHASSEN
BY: _______________________________________
Elise Ryan, Mayor
AND
Laurie Hokkanen, City Manager
Dated: June 27, 2022. SCANNING AMERICA, INC.
BY:
Brett Benson
ITS: Account Executive
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EXHIBIT A
INSURANCE REQUIREMENTS
1. Worker’s Compensation Insurance/Automobile Insurance/Liability Insurance.
Contractor shall procure and maintain such insurance as will protect Contractor from claims under the Worker's
Compensation Acts, automobile liability, and from claims for bodily injury, death, or property damage which
may arise from the performance of services under this Agreement. Such insurance shall be written for amounts
not less than:
Commercial General Liability $1,000,000 each occurrence/aggregate
Automobile Liability $1,000,000 combined single limit
Excess/Umbrella Liability $1,000,000 each occurrence/aggregate*
The required minimum of umbrella coverage shall be $2,000,000, or the policy limits, whichever is greater.
The City shall be named as an additional insured on the general liability and umbrella policies on a primary
and noncontributory basis. Coverage shall apply to all owned, hired, and/or non-owned automobiles used in
the completion of the Work as set forth in the Agreement. It shall also name City, its officers, employees,
volunteers and agents as additional insured on a primary basis.
2. Technology Professional Liability/Errors and Omissions.
Contractor shall procure and maintain Technology Professional Liability/Errors and Omissions insurance
coverage written for amounts not less than:
$1,000,000 Per Claim
$1,000,000 Aggregate
This coverage shall apply to actual or alleged negligent wrongful acts, errors and omissions resulting in claim(s)
for damages related to the Work involving the operations of Contractor, and/or its sub-contractor(s) and
consultants, and be sufficiently broad to respond to the duties and obligations of Contractor in this agreement
(with no policy limitations or exclusions related to the Work) and shall include, but not be limited to, claims
involving loss, damage, theft, or other misuse of data, infringement of intellectual property, invasion of privacy
violations, information theft, damage to or destruction of electronic information, release of private information,
alteration of electronic information, extortion, and network security. If such policy is “claims-made” form, the
retroactive date must be shown and must be before the date of the Agreement or the beginning of the Work.
This insurance must be maintained and evidence of insurance must be provided for at least two (2) years after
the completion of the Work. If coverage is cancelled or non-renewed and not replaced with another “claims-
made” policy form with a Retroactive Date prior to the Agreement effective date, the Contractor must purchase
“extended reporting period” (tail coverage for a minimum of two (2) years after completion of the Work.
3. Technology Cyber Security Liability
Contractor shall procure and maintain Technology Cyber Security Liability insurance coverage written for
amounts not less than:
$1,000,000 per claim
$1,000,000 aggregate
This coverage, to include third party cyber liability and data breach coverage, for loss or damages related to
the Work involving the operations of Contractor, and/or its sub-Contractor(s) and consultants, and be
sufficiently broad to respond to the duties and obligations of Contactor in this agreement (with no policy
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limitations or exclusions related to the Work) and shall include, but not be limited to, claims involving loss,
damage, theft or other misuse of data, infringement of intellectual property, invasion of privacy violations,
information theft, damage to or destruction of electronic information, release of private information, alteration
of electronic information, extortion, and network security. This policy shall also provide coverage for breach
response costs as well as regulatory fines and penalties and credit monitoring expenses with limits sufficient to
respond to these obligations. If such policy is “claims-made” form, the retroactive date must be shown and
must be before the date of the Agreement or the beginning of the Work. This insurance must be maintained
and evidence of insurance must be provided for at least two (2) years after the completion of the Work. If
coverage is cancelled or non-renewed and not replaced with another “claims-made” policy form with a
Retroactive Date prior to the Agreement effective date, the Contractor must purchase “extended reporting
period” (tail coverage for a minimum of two (2) years after completion of Work.
4. Waiver of Subrogation
Contractor, and in addition, its insurers, through policy endorsement, and to the fullest extent permitted by law,
waives all rights against the City, if officers, employees, volunteers and agents.
5. Insurance Requirements.
Before commencing Work, the Contractor shall provide the City a certificate of insurance evidencing
the required insurance coverage in a form acceptable to City, identifying insurers that write Contractor’s
coverages, with minimum Best’s Guide Rating of A- and Class VIII or better, and authorized to do business in
the State of Minnesota, along with the policy dc page and endorsements page of the Technology Cyber Security
Liability policy. Certificate will evidence the required coverage and endorsements stated above. Should any
of the above described policies be cancelled or non-renewed, the City shall first be provided 30 days prior
written notice, except 10 days for non-payment of premium. This cancellation provision shall be indicated on
the certificate of insurance. For all claims related to this Agreement, the Contractor’s insurance coverage shall
be primary and non-contributory. City also reserves the right to obtain copies of Contractor’s policies to
validate coverage in effect if certificates or dec pages are ambiguous to the City’s Risk Manager. Annually,
Contractor agrees to provide a new/replacement formal certificate of insurance and dec pages one week prior
to the expiration date. If any portion of the Work is to be subcontracted, Contractor shall require that the
subcontractor comply with the same indemnification agreement terms and be required to provide and maintain
all insurance coverages and provisions as stated above, with a formal certificate of insurance acceptable to City
evidencing same. Acceptance of any certificate that does not comply with the above requirements shall not
operate as a waiver of Contractor’s obligations hereunder. And the fact that insurance is obtained by Contractor
shall not be deemed to release or diminish the liability of Contractor including, without limitation, liability
under the indemnify provisions of this Agreement. Damages recoverable by the City shall not be limited by
the amount of the required insurance coverage. Contractor shall notify City in writing as soon as possible after
any occurrence that could potentially lead to any lawsuit and/or after it receives notice or knowledge of any
demand, claim, cause of action, lawsuit, or action arising out of the Work performed under this Agreement.
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1440 N 3rd Street Lawrence, Kansas 66044
800.732.7226 www.scanningamerica.com
May 31, 2022
Richard Rice
IT Manager
City of Chanhassen
7700 Market Boulevard
Chanhassen, MN 55317
I have written this proposal based on the metric information that you provided regarding the
Administration and Planning files as well as the Fire Department’s files.
Scanning America Overview
Scanning America, Inc. was founded in 1989 as a national document scanning company. Since that time,
we have converted billions of images for clients in the US and abroad. Throughout our course, we have
maintained our focus on only providing scanning and indexing services. By doing so, we believe provide
our clients with the greatest value.
We have the ability to scan and index most every type of document that can be found within an
organization, including: paper, maps/drawings, microfilm, microfiche, aperture cards, slides/photos, x-
rays and more. We are constantly seeking to upgrade our capabilities and equipment to ensure that we
remain on the cutting edge of technology and also remain as competitive as possible.
Scanning America, OPG-3 and Laserfiche Content Management Software
Scanning America partners very closely with OPG-3, Inc. which is recognized as one of the nation’s most
successful Laserfiche VARS. We are proud to have such a professional and knowledgeable ally to help
support our mutual clients.
Scanning America specializes in formatting the converted files and metadata into either Laserfiche
Attachable Volumes or Laserfiche Briefcases. This allows the client to simply attach the volumes to their
Laserfiche repository. The metadata automatically populates the Laserfiche template fields within the
repository and contains pointers to the corresponding file images.
Scanning America owns and operates a Laserfiche system within our production facility. The only way
that a scanning provider can create the Attachable Volumes and Briefcases is by utilizing the Laserfiche
server software along with the LF client licenses.
Scanning America has performed these services on literally hundreds of millions of images.
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Physical and Technological Security / SOC 2 Compliance
Scanning America recognizes that security is of utmost importance in dealing with our customers’
records and information. We have many levels of both physical and technological security to ensure
that all our customers’ information is strictly secured and protected. The policies and procedures that
we have in place allow us to remain HIPAA and FERPA compliant.
Scanning America is also an SSAE 18, SOC 2, Type ll, Certified Vendor. The SSAE 18 standard is the
benchmark compliance report for organizations whose products and services are impacted by
compliance with regulatory and industry standards such as privacy and security regulations. Scanning
America has successfully completed these audits with no exceptions detected, which is the best result
possible. This provides independent third-party verification of Scanning America, Inc. management’s
assertion that its policies and procedures are both correctly designed and operating effectively to
achieve the control objectives throughout the specified audit period.
All SAI employees have undergone pre-hire criminal background checks and must sign
confidentiality/non-disclosure agreements.
Physical security includes but is not limited to:
• All exterior doors require electronic card keys for access
• Professionally monitored alarm system
• 20+ security cameras in-side and out-side of building (video generated from these cameras is saved
for a minimum of 6-months)
• Routine evening and night/weekend patrols from private security firm (driving through parking
lot/checking doors to be sure they are locked)
• Non-escorted guests are never allowed in the building
• The production center is staffed 24 hours per day, five days per week
At a customer’s request, we will submit for inspection a copy of our Corporate Security Policies, which is
a comprehensive document explaining in detail all the procedures that we have in place to ensure the
confidentiality and safety of our customers’ information. We would also be pleased to submit a copy of
our SOC 2, SSAE 18 Audit Results from The Moore Group.
Cyber Liability Coverage
Scanning America carries Cyber Liability insurance. This coverage, through Philadelphia Insurance
Companies, provides First Party and Third-Party protection, including all the following:
• Loss of Digital Assets Coverage
• Non-Physical Business Interruption and Extra Expense
• Cyber Extortion
• Cyber Terrorism
• Security Event Costs
• Network Security and Privacy Liability
• Employee Privacy Liability
• Electronic Media Liability
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We feel that this additional coverage brings significant value to our customers, as well as to our
organization.
Disaster Recovery / Hot Site
To ensure seamless disaster recovery and business continuity, Scanning America operates a remote Hot
Site. Scanning America’s Hot Site is a disaster recovery location that is set up and ready to go if ever
needed. Scanning America staff can arrive and continue to work immediately. Scanning America’s
Hot Site has scanning equipment set up, with current data always available, and all primary data center
functions copied and maintained off site. In addition to scanning equipment, Scanning America’s Hot
Site also hosts QC and Data Entry/Indexing workstations.
While having a Disaster Recovery site actively working, in addition to a primary data center, is costly,
those additional costs pay off in providing redundancy should disaster strike, ensuring we can keep our
clients’ projects on-schedule.
Overview of Scanning America’s Project Approach and Production Methodology
Initial Implementation Meeting
• Within 10 days of acceptance of our proposal, Scanning America will schedule a meeting with the
City’s primary staff members along with the OPG-3 team. Talking points for the meeting will be
project specifications, pick-up scheduling, establishing a starting timeline as well as expectations on
milestone reporting, project completion goals, etc.
Document Transportation and Entry into Production
• SAI will pick up files at the City’s various locations for transportation to our centralized production
center located in Lawrence, Kansas.
• If desired, SAI staff can provide boxes and labor to pack the files into boxes.
• All physical transportation of client documents will be handled by Scanning America Staff Members.
• All SAI staff members and drivers have undergone comprehensive background checks and have
signed nondisclosure agreements.
• SAI is insured for transportation of valuable documents.
• SAI drivers follow Federal Motor Carrier Safety Administration guidelines in terms of number of
hours spent driving per day/per week, etc.
• Documents and media shall be transported in locked containers. For the purposes of document
transportation, a properly provisioned transporting vehicle shall qualify as the locked container.
• SAI will not transfer client containers or documents from one vehicle to another while in route.
• Any time an SAI employee is not physically loading, unloading or operating an SAI vehicle containing
client media, the vehicle will be locked and secured.
• SAI staff will attach a bar-coded label to each box/container of client documents prior to loading
into the transport vehicle. Each label will be sequentially numbered and state the client name and
project number.
• Each box/container will be marked with the beginning and ending document range that is contained
within it.
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• There will be a delivery/transmittal sheet signed between the City and SAI for each grouping of files
picked up at each City location. This will establish a direct chain of custody for the documents. A
copy of each receipt will be left at each location and a second copy of all receipts will be sent to the
City’s project manager.
• Once the boxes arrive at Scanning America’s facility, they will be immediately offloaded into SAI’s
climate-controlled warehouse. The documents will be received into SAI’s project management
system, eProject. eProject is an internally developed software tool that SAI utilizes to manage all
aspects of scanning projects.
• Scanning America, Inc. has been providing nationwide transportation of our clients’ documents for
over 30 years.
Scan on Demand Record Retrievals
Scanning America provides clients with ready access to their files throughout the back-file scanning
process. Scanning America has a constantly monitored email address,
filerequest@scanningamerica.com, where clients can initiate on-demand requests for files in Scanning
America’s possession. Upon receipt of an on-demand file request, the authenticity of the request is
verified and then the file is located, prepped, scanned, encrypted and transferred electronically to the
requesting party. This is normally accomplished within 2-4 hours of the request. We understand that
our clients’ access to their files is critical to their operations.
eProject
eProject is an internally developed software tool that we use to manage all aspects of scanning projects,
from receiving boxes thru shipping deliverables, and everything in between. eProject is our single
repository for project specifications. Having a single repository for project specifications allows our staff
to always have access to the most up to date information.
eProject is also where we monitor the progress of our projects. We can tell which boxes have been
prepped, scanned, indexed, post-processed, QC’ed, delivered, etc. We also track which of our
employees performed each of these functions and what scanning equipment they used. This gives us
the advantage of being able to look at the work of particular individuals and to analyze the performance
of particular pieces of equipment.
Document Preparation
Document preparation is the first step in the scanning process. This step involves many tasks
that get the paper ready for high-speed scanning, including staple removal, relocation of post-it
notes obscuring information, un-folding oversize sheets, etc. Scanning America also inserts bar
coded file separation sheets during this process to delineate between the beginning and end of
each individual file.
Document Scanning
As the documents are prepped, they are placed into queue for scanning. Scanning America uses
IBML Open Track scanners. IBML scanners lead the industry in quality and performance. We
have chosen to use these scanners because they have several key features which make them
excellent scanners for back file scanning. They have very effective paper feeding systems that
reliably feed individual pages of various sizes and thicknesses.
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We scan the front and back of every piece of paper. We then view large thumbnails of the images on-
screen to look for blank images. Blank images are deleted and clients are not charged for them. Also,
during this on-screen review; our staff is looking for images which are not accurate representations of
the source documents. If any are found, the corresponding paper is located, and the page is rescanned
into an accurate likeness of the paper document.
All our scanners have ultrasonic double-feed detection that prevents pages from being missed
during the scanning process. This process passes a beam of ultrasound through paper as it feeds
into the scanner. The sensors can detect even the slightest amount of airspace that exists
between any two sheets of paper. It then stops the scanner, and the operator clears the double
feed. All of our scanners are regularly maintained by manufacturer-certified technicians and are
cleaned and calibrated multiple times per shift by our own staff.
Ensuring that all Documents are Scanned
Making sure that all documents are scanned is one of the most important parts of any scanning project.
Scanning America has gone to great lengths to ensure that no documents are missed. This process
starts by breaking documents into batches then numbering and bar-code labeling the batches. Each
sticker contains project-specific information, including: Client Name, Project Name, Project Number and
Batch number. This ensures that batches are always identifiable and associated with a specific project.
These batch numbers are then entered into Scanning America’s eProject tool. Within eProject, every
batch must be logged into and completed by a scanner technician. This ensures that every batch is
scanned.
Image Quality
Image quality is of utmost importance in any scanning project. Scanning America has invested in the
equipment we have deemed as the best available. Rather than buying all equipment from a single
manufacturer, Scanning America has identified and acquired the best equipment, regardless of the
manufacturer. Great equipment alone will not ensure excellent quality images. Well trained employees
are required to get the most from the equipment. All Scanning America employees that operate
scanners have been required to undergo training on the scanners and demonstrate core competency in
operating their equipment. Scanner operators must also be capable of cleaning and calibrating their
equipment.
As the documents are scanned, the scanned images are placed into queue for Image QC and Indexing.
During this process, each scanned image is viewed on-screen by Scanning America employees. Any
images which are determined to be illegible are flagged and in a later process compared to the original
paper to ensure that the image capture is an accurate representation of the source document.
Indexing
SAI utilizes a double key method for indexing. Any field that needs to be manually keyed will be
done by two different operators keying the same information from two different workstations
while viewing the digitized images on their computer screens. Then, a computer check of the
indexed fields locates any two corresponding fields that do not match. We then have a third
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operator verify the correct information and re-key the unmatched indices. These extra steps,
while costing more to provide, allows us to maintain the highest level of accuracy.
SAI will utilize a data extract provided by the City to automatically link the additional metadata
fields required. This helps to streamline the indexing process while making it as cost efficient as
possible. Utilizing the data extract also provides another validation procedure and further
enhances accuracy.
Optical Character Recognition
If desired by the City, Scanning America will perform Optical Character Recognition on all images
containing electronically generated or typed text. OCR will allow the staff to do text searches
for specific words, phrases or numbers. OCR will give the staff the ability to find specific
information within the files without having to visually go through each page. OCR works on type
written or electronically generated text, but not on handwriting. (The Laserfiche ECM system
that the Client has implemented has OCR as one of its core software features. The Client may
prefer to use that feature to selectively perform OCR on only certain ranges of documents once
they have been attached to the repository.)
Image and Metadata Delivery Formatted for Attachment to the City’s Laserfiche Content
Management System
SAI will send rolling deliveries of the City’s digitized files in batches as we finish them. The
images and .LST or .XML data files will be formatted so that the deliverables can be attached
directly into the City’s Laserfiche content management application. The images, data and
import files will be delivered via securely encrypted USB drives or SFTP transfer.
Post-Production Storage of Documents
Scanning America offers free 90-day storage of all source documents that are converted at our
production facility. This gives our clients the time to look at and work with the digitized files before
deciding on final disposition of original paper files. If clients would like to continue having their
documents stored, we can provide pricing for long term storage. The 90-day storage period begins and
Laserfiche deliverables are provided to the Client.
AAA NAID Certified Document Destruction
SAI can provide AAA NAID certified document destruction after all the conversion services have been
completed. An authorization form, outlining the specific documents to be destroyed is sent to the
client. Once the client has signed the destruction order, the documents are destroyed and the NAID
certification is forwarded to the client.
Schedule
Scanning America will work with the City to determine the optimum schedule to fit their needs for each
department.
DocuSign Envelope ID: 2F2C4E96-BE0D-437B-9412-CE537C74DFB7
1440 N 3rd Street Lawrence, Kansas 66044
800.732.7226 www.scanningamerica.com
Project Overview for Administration and Planning Files and Fire Department Files
• The City has an estimated total 694,650 pages of documents that they would like to have digitized,
indexed and attached to their Laserfiche content management system. Approximately 666,400 of
these pages are letter/legal and smaller and it is estimated that 28,250 are large format drawings.
• There is an estimated total of 15,660 individual files to be indexed.
• The documents will be prepped by removing all fasteners, unfolding pages/corners, repairing tears,
moving sticky notes so they do not conceal information and any other processes necessary to get
the documents ready for high-speed scanning.
• All documents will be scanned at settings to produce high quality images and all images will be
inspected to assure that they are accurate representations of the original pages.
• All documents will be maintained in their original order.
• Each department’s documents will be scanned in their choice of either color or bi-tonal images
based on their needs and preferences. There is no cost difference to provide either format and
determination will be made at the department and document grouping level.
• SAI will perform Optical Character Recognition on all images if desired by the City.
• SAI will work with each department to determine the specific indexing requirements that are
needed for each document grouping. When possible, SAI will manually key 1 unique field per file
and utilize City provided data reports to automatically include any other required fields at no
additional cost.
• The digitized and indexed documents will be formatted as either Laserfiche Attachable Volumes or
Laserfiche Briefcases.
• Rolling deliveries will be sent as batches are completed so that City staff members can be utilizing
portions of the digitized documents during the conversion processes.
• SAI will provide the City with scan on demand file retrieval services during conversion. This will
allow the City to have constant access to their files. The files that are requested will be delivered via
SFTP or other secure transfer method based on the City’s preference.
• Documents will be stored for 90 days post-production at no cost. Upon written authorization, SAI
will provide AAA NAID certified destruction of the original documents. Certification will be
forwarded to the City.
DocuSign Envelope ID: 2F2C4E96-BE0D-437B-9412-CE537C74DFB7
1440 N 3rd Street Lawrence, Kansas 66044
800.732.7226 www.scanningamerica.com
type averages per box
3,268" of Files
Average Small Images per Box 2,800 190.40$
Average Large Images per Box 125 108.75$
Average Files per Box 70 14.00$
Estimated Number of Boxes 218 313.15$ 68,266.70$
type averages per box
288" of Files
Average Small Images per Box 2,800 190.40$
Average Large Images per Box 50 43.50$
Average Files per Box 50 10.00$
Estimated Number of Boxes 20 243.90$ 4,878.00$
Transportation 1,450.00$
Boxes and Packing Services (218)$8.95 per box 1,951.00$ 3,401.00$
76,545.70$ Total Estimated Project Cost
120-Days Post-Production Storage of Files and AAA NAID Certified Document
Destruction of Files Included
Admin - Planning Files - Rolling Racks
Fire Department
Transportation, Boxes and Boxing Services
Estimated at 610,400 small format images, 27,250 large format images and 15,260
individual files.
Estimated at 56,000 small format images, 1,000 large format images and 400
individual files.
DocuSign Envelope ID: 2F2C4E96-BE0D-437B-9412-CE537C74DFB7