Backfile Scanning – Planning Department
DATE: 2/4/2026
EXPIRES: 5/3/2026
ATTACHMENT NO. 1
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Description and Approach
CPS understands the importance of selecting a quality firm to manage and execute the process of scanning historic records which may include maps, drawings, and all other media types available for storing information. With CPS being the experts in Laserfiche Document Management, many cities and government organizations have turned to us to handle their document scanning needs as they have tried to make it by with other vendors who could not meet their expectations. We understand the attention expected by cities to produce quality images, on demand, 100% open communication and making sure every step of the project is going exactly as planned.
Scanning Conversion Services Process
Secure Document Conversion Facility – Enabled with only the highest security and technology available, you can be assured your data will be safe and secure from the moment your data leaves your location, until we safely return your data after the job has been completed.
Record Transfer Preparation – All boxes will have a Tamper Security Seal to ensure privacy immediately upon pickup. All boxes will be inventoried by folder and series within each box, provide a barcode label, and finalize the box count prior to departing.
Document Control and Manifest Creation – We use a specialized application to not only track all records, but we have a very stringent methodology policy we adhere to internally as well making sure all procedures are followed every step of the way. Tracking reports are generated to
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include all of the information pertaining to the job. The use of tamperproof seals provides an extra layer of security to keep your data safe.
Secure Record Transfer Service – All pickups and deliveries will be performed by at least 2 staff which have gone through a background check as well. In order to keep the chain of custody, delivery and pickup scenarios will not make any extra stops while transit with a client’s data. If any issue arises with transport, a secondary team is on standby to assist right away.
Storage Center when Receiving – Our procedure is to have all boxes coming in to be counted and verified 2 times. Utilizing barcodes and our 2-person process ensures quality as soon as client data arrives. Any damage or discrepancies will be reported immediately and addressed immediately.
Chain of Custody Verification – Once the data is received, another check is done on all seals of the boxes. Once security seals are removed, we verify contents again. If at any time any security issues happen to arise, clients will be notified immediately.
Audit Tracking & Quality Control Reporting – Every employee is mandated to enter all quality control, monitoring, and progress into our tracking system. Reporting is constantly being done to ensure job is on track.
Document Preparation – Scanning sample boxes are an effective way to find out certain details of the specific job. These samples will determine the most accurate and efficient method to prepare the folder to be scanned. All staff will be trained in the job specifics and details and are assigned one single box at a time. Items prepared prior to scanning including removing paperclips/staples, unfolding, utilizing copier technology to maximize scan quality, combine small documents and attached images, and anything we are not 100% clear on, we will place on the side and address with the client to ensure accuracy. If required, we are able to reassemble all data just as we picked it up with the exclusion of staples and paper clips.
Quality Assurance Document Preparation Verification – Our data sheets are updated in real time and if any problem is found, the document is sent back for reprocessing. The tracking report is updated once again, and the corrected data moves on to the next stage.
Scanning High Resolution Digital Imaging – Only the best technology available is used to provide the best outcome of a quality image. Scanning staff will be monitoring each image to ensure image is scanned correctly and no pages are double fed. The utilization of Kofax VRS Software allows for additional cleanup to be done such as de-speckle, de-skew, image rotation, background suppression, edge enhancement, gray tone filtering, blank page removal, and much more if need be.
Quality Assurance Image Quality – One of the most important parts of this process is having a human being review documents for accuracy and not solely rely on software and technology.
Image quality is checked at multiple levels to ensure all images are acceptable and do not need to be reprocessed.
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Indexing Verification – Staff are trained to manually index one image at a time per box to ensure accuracy every step of the way. Protocols and additional software is in place to make sure indexing errors do not occur such as misspelling or double keying entries.
Quality Assurance Indexing – Taking this process to the next level, we will compare the indexed data with the re-keyed data. If any mismatches are found, they are sent back and reprocessed until it is matched. Data validation is performed utilizing character mix, date ranges, quantity ranges, including database lookups as well.
File Transfer and Upload – Once documents are ready for transfer/upload, data will be transferred to a file server with your encrypted data. From there instant access is available via VPN to search your data to view images and indexes, along with being able to start internal quality control as well. If encrypted hard drive is preferred, this exists as an alternative as well.
Return and Delivery of Completed Job – Once all files have been reviewed and cleared for approval, data will be repacked, and security labels placed once again. Delivery procedures are followed exactly how our pick-up procedure is, which is listed above with the focus on reliability and security.
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Cost Proposal
Based on our conversation and estimated volumes determined, below is a list of the pricing we are able to offer. Please note the city will only be charged for actual images scanned and the numbers below is estimated. Documents will be indexed individually, and files will be delivered in Laserfiche as stand-alone PDF’s.
Task Volume Price per unit Total
Planning Department
Letter Sized Paper B&W - Wet Signatures in color
and poor originals scanned in greyscale
1,200,000 $0.13 $156,000.00
Large Format Drawings B/W 25,000 $1.20 $30,000.00
Large Format Drawings Color 25,000 $1.30 $32,500.00
Pick up/Delivery 1 $100.00 $100.00
Laserfiche Ingestion per instance 1 $900.00 $900.00
Estimated Subtotal $219,500.00
Document Prep (if any): $35/hour will be applied if boxes are handed to us and we need to remove mass amounts of staples, post it notes, paper clips, etc.
Data Entry/Indexing: $35/hour if additional indexing is required above and beyond file name and 2 index fields.
Customer Acceptance
Client: City of Fontana Provider: Complete Paperless Solutions
Print Name:
Date:
Signature: