Common use of Quality Assurance and Control Clause in Contracts

Quality Assurance and Control. 1. Contractor shall: a) Ensure services shall be in accordance with standards set by the American National Standards Institute (ANSI) and Association for Information and Image Management (AIIM) and Government Code section 26205.1. b) Provide to County samples of documents converted to appropriate media within 30 working days of contract award for the purpose of establishing Quality Benchmarks. Additionally, prior to the start of any new Agency/Department engagement or project, representative samples as specified above will be provided to Agency/Department. County and Contractor will meet and jointly agree as to the subjective measurement(s) for acceptable image quality. c) Return scanned media on no less than a weekly basis. d) Provide County with a weekly report that indicates work received from each Agency/Department. This report shall include the time received, the type and volume of work. e) Perform adequate quality assurance so that the index data is 99 % accurate at the field level. f) Be subject to random quality checks of all Services. When the image quality encountered by County during a random inspection is poor or marginal, County shall compare this image to the previously accepted benchmark sample. If the document image in question is equal to or of better quality than the benchmark sample then the document will be accepted; if not, the document (image) along with all images contained in the same file folder will be rejected and re-scanned by Contractor. If Contractor is repeatedly unable to produce acceptable image quality from documents determined to be acceptable in the benchmark test, County shall issue a cure notice asking Contractor to explain how they are going to rectify the problem. If Contractor's response is not satisfactory, County shall have the right to terminate the contract for default. After rejecting a file, the applicable Agency/Department representative may inspect at least ten (10) additional document scans both before and after any corrective actions have been taken. If this inspection results in another rejection of an image or file, then the entire batch may be rejected. g) Ensure that any document that is regarded as poor quality will be compared to the quality sample provided by County. Images not meeting this quality level may be cause for rejection by County unless Contractor can prove that it has provided the best image possible based upon the original document. 2. Contractor must provide a Quality Assurance Plan. This plan must be accepted by County prior to commencement of Services. The plan shall, at a minimum, include the following: a) An acknowledgement that all images must be equal to or better than the benchmark samples submitted and accepted by County. Contractor must provide a method for handling missing images, multiple images, and incorrect or poor-quality images. The County may elect to receive or reject the product at no cost to the County. County may reject product and require Contractor to reproduce product to meet Minimum Quality Level (MQL). b) Description of how the production process will produce consistent quality on a regular basis. c) Formal documentation of all production procedures. d) Description of the document preparation process. e) Description of the indexing process for data entry and for Optical Character Recognition (OCR) processes which can meet the MASLs. f) Written quality assurance procedures for image and index data. g) A description of how document and file index integrity will be maintained throughout the conversion process. h) Legal certification documenting the creation date, imaging staff and job tracking. i) Method for monitoring the number of documents and/or microfilm picked-up, the number of documents prepared for imaging, the number of pages imaged, and the number of documents returned. j) Methods for maintaining the integrity of the data extracted and assuring the clarity of the scanned images. k) Method for achieving ninety-nine percent (99%) accuracy of converted/scanned images. l) Method for providing searchable text from full page OCR that is 99% accurate on a page basis. m) Method for ensuring that PDF index file formats are 100% compatible with County imaging and document management system (including ▇▇▇▇▇▇ OnBase). n) Description of method/solution for conversion/scanning of the remaining percentage (no greater than one percent (1%) of non-scanned/non-converted images. o) Description and sample of Exception Report that identifies, lists, and explains each document that was not successfully scanned or indexed or otherwise failed contractor’s internal quality control process. The report will also include the sample size of the batch that was reviewed and the number of packages in error. 3. Upon request, Contractor shall provide to County a Summary Exception Report, including a record of all inspections conducted by Contractor, corrective actions taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action.

Quality Assurance and Control. 1. Contractor shall: a) Ensure services shall be in accordance with standards set by the American National Standards Institute (ANSI) and Association for Information and Image Management (AIIM) and Government Code section 26205.1. b) Provide to County samples of documents converted to appropriate media within 30 working days of contract award for the purpose of establishing Quality Benchmarks. Additionally, prior to the start of any new Agency/Department engagement or project, representative samples as specified above will be provided to Agency/Department. County and Contractor will meet and jointly agree as to the subjective measurement(s) for acceptable image quality. c) Return scanned media on no less than a weekly basis. d) Provide County with a weekly report that indicates work received from each Agency/Department. This report shall include the time received, the type and volume of work. e) Perform adequate quality assurance so that the index data is 99 % accurate at the field level. f) Be subject to random quality checks of all Services. When the image quality encountered by County during a random inspection is poor or marginal, County shall compare this image to the previously accepted benchmark sample. If the document image in question is equal to or of better quality than the benchmark sample then the document will be accepted; if not, the document (image) along with all images contained in the same file folder will be rejected and re-scanned by Contractor. If Contractor is repeatedly unable to produce acceptable image quality from documents determined to be acceptable in the benchmark test, County shall issue a cure notice asking Contractor to explain how they are going to rectify the problem. If Contractor's response is not satisfactory, County shall have the right to terminate the contract for default. After rejecting a file, the applicable Agency/Department representative may inspect at least ten (10) additional document scans both before and after any corrective actions have been taken. If this inspection results in another rejection of an image or file, then the entire batch may be rejected. g) Ensure that any document that is regarded as poor quality will be compared to the quality sample provided by County. Images not meeting this quality level may be cause for rejection by County unless Contractor can prove that it has provided the best image possible based upon the original document. 2. Contractor must provide a Quality Assurance Plan. This plan must be accepted by County prior to commencement of Services. The plan shall, at a minimum, include the following: a) An acknowledgement that all images must be equal to or better than the benchmark samples submitted and accepted by County. Contractor must provide a method for handling missing images, multiple images, and incorrect or poor-quality images. The County may elect to receive or reject the product at no cost to the County. County may reject product and require Contractor to reproduce product to meet Minimum Quality Level (MQL). b) Description of how the production process will produce consistent quality on a regular basis. c) Formal documentation of all production procedures. d) Description of the document preparation process. e) Description of the indexing process for data entry and for Optical Character Recognition (OCR) processes which can meet the MASLs. f) Written quality assurance procedures for image and index data. g) A description of how document and file index integrity will be maintained throughout the conversion process. h) Legal certification documenting the creation date, imaging staff and job tracking. i) Method for monitoring the number of documents and/or microfilm picked-up, the number of documents prepared for imaging, the number of pages imaged, and the number of documents returned. j) Methods for maintaining the integrity of the data extracted and assuring the clarity of the scanned images. k) Method for achieving ninety-nine percent (99%) accuracy of converted/scanned images. l) Method for providing searchable text from full page OCR that is 99% accurate on a page basis. m) Method for ensuring that PDF index file formats are 100% compatible with County imaging and document management system (including ▇▇▇▇▇▇ OnBase). n) Description of method/solution for conversion/scanning of the remaining percentage (no greater than one percent (1%) of non-scanned/non-converted images. o) Description and sample of Exception Report that identifies, lists, and explains each document that was not successfully scanned or indexed or otherwise failed contractor’s internal quality control process. The report will also include the sample size of the batch that was reviewed and the number of packages in error. 3. Upon request, Contractor shall provide to County a Summary Exception Report, including a record of all inspections conducted by Contractor, corrective actions taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action.

Quality Assurance and Control. 1. Contractor shall: a) a. Ensure services shall be are in accordance with standards set by the American National Standards Institute (ANSI) and Association for Information and Image Management (AIIM) and Government Code section 26205.1. b) b. Provide to County samples of documents converted to appropriate media within 30 working thirty (30) business days of contract award Contract execution for the purpose of establishing Quality Benchmarks. Additionally, prior to the start of any new Agency/Department engagement or project, representative samples as specified above will be provided to Agency/Department. County and Contractor will meet and jointly agree as to the subjective measurement(s) for acceptable image quality. c) c. Return scanned media on no less than a weekly basis. d) d. Provide County with a weekly report that indicates work received from each Agency/Department. This report shall include the time received, received and the type and volume of workwork provided. e) e. Perform adequate quality assurance so that the index data is 99 % ninety-nine percent (99%) accurate at the field level. f) f. Be subject to random quality checks of all Services. When the image quality encountered by County during a random inspection is poor or marginal, County shall compare this image to the previously accepted benchmark sample. If the document image in question is equal to or of better quality than the benchmark sample then the document will be accepted; if not, the document (image) along with all images contained in the same file folder will be rejected and re-scanned by Contractor. If Contractor is repeatedly unable to produce acceptable image quality from documents determined to be acceptable in the benchmark test, County shall issue a cure notice asking Contractor to explain how they are it is going to rectify the problem. If Contractor's response is not satisfactory, County shall have the right may immediately terminate this Contract for cause pursuant to terminate the contract for defaultParagraph K, Termination. After rejecting a file, the applicable Agency/Department representative may inspect at least ten (10) additional document scans both before and after any corrective actions have been taken. If this inspection results in another rejection of an image or file, then the entire batch may be rejected. g) g. Ensure that any document that is regarded as poor quality will be compared to the quality sample provided by County. Images not meeting this quality level may be cause for rejection by County unless Contractor can prove that it has provided the best image possible based upon the original document. 2. Contractor must provide a Quality Assurance Plan. This plan must be accepted by County prior to commencement of Services. The plan shall, at a minimum, include the following: a) a. An acknowledgement that all images must be equal to or better than the benchmark samples submitted and accepted by County. Contractor must provide a method for handling missing images, multiple images, and incorrect or poor-quality images. The County may elect to receive or reject the product at no cost to the County. County may reject product and require Contractor to reproduce product to meet Minimum Quality Level (MQL). b) b. Description of how the production process will produce consistent quality on a regular basis. c) c. Formal documentation of all production procedures. d) d. Description of the document preparation process. e) e. Description of the indexing process for data entry and for Optical Character Recognition (OCR) OCR processes which can meet the MASLs. f) f. Written quality assurance procedures for image and index data. g) g. A description of how document and file index integrity will be maintained throughout the conversion process. h) h. Legal certification documenting the creation date, imaging staff and job tracking. i) i. Method for monitoring the number of documents and/or microfilm picked-up, the number of documents prepared for imaging, the number of pages imaged, and the number of documents returned. j) j. Methods for maintaining the integrity of the data extracted and assuring the clarity of the scanned images. k) k. Method for achieving ninety-nine percent (99%) accuracy of converted/scanned images. l) l. Method for providing searchable text from full page OCR that is ninety-nine percent (99% %) accurate on a page basis. m) m. Method for ensuring that PDF index file formats are 100% compatible with County imaging and document management system (including ▇▇▇▇▇▇ OnBase). n) n. Description of method/solution for conversionconverting/scanning of the remaining percentage (no greater than one percent (1%) of non-scanned/non-converted images). o) o. Description and sample of Exception Report that identifies, lists, and explains each document that was not successfully scanned or indexed or otherwise failed contractorContractor’s internal quality control process. The report will also include the sample size of the batch that was reviewed and the number of packages in error. 3. Upon request, Contractor shall provide to County a Summary Exception Report, including a record of all inspections conducted by Contractor, corrective actions taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action.

Quality Assurance and Control. 1. Contractor shall: a) Ensure services shall be in accordance with standards set by the American National Standards Institute (ANSI) and Association for Information and Image Management (AIIM) and Government Code section 26205.1. b) Provide to County samples of documents converted to appropriate media within 30 working days of contract award for the purpose of establishing Quality Benchmarks. Additionally, prior to the start of any new Agency/Department engagement or project, representative samples as specified above will be provided to Agency/Department. County and Contractor will meet and jointly agree as to the subjective measurement(s) for acceptable image quality. c) Return scanned media on no less than a weekly basis. d) Provide County with a weekly report that indicates work received from each Agency/Department. This report shall include the time received, the type and volume of work. e) Perform adequate quality assurance so that the index data is 99 97 % accurate at the field level. f) Be subject to random quality checks of all Services. When the image quality encountered by County during a random inspection is poor or marginal, County shall compare this image to the previously accepted benchmark sample. If the document image in question is equal to or of better quality than the benchmark sample then the document will be accepted; if not, the document (image) along with all images contained in the same file folder will be rejected and re-scanned by Contractor. If Contractor is repeatedly unable to produce acceptable image quality from documents determined to be acceptable in the benchmark test, County shall issue a cure notice asking Contractor to explain how they are going to rectify the problem. If Contractor's response is not satisfactory, County shall have the right to terminate the contract for default. After rejecting a file, the applicable Agency/Department representative may inspect at least ten (10) additional document scans both before and after any corrective actions have been taken. If this inspection results in another rejection of an image or file, then the entire batch may be rejected. g) Ensure that any document that is regarded as poor quality will be compared to the quality sample provided by County. Images not meeting this quality level may be cause for rejection by County unless Contractor can prove that it has provided the best image possible based upon the original document. 2. Contractor must provide a Quality Assurance Plan. This plan must be accepted by County prior to commencement of Services. The plan shall, at a minimum, include the following: a) An acknowledgement that all images must be equal to or better than the benchmark samples submitted and accepted by County. Contractor must provide a method for handling missing images, multiple images, and incorrect or poor-quality images. The County may elect to receive or reject the product at no cost to the County. County may reject product and require Contractor to reproduce product to meet Minimum Quality Level (MQL). b) Description of how the production process will produce consistent quality on a regular basis. c) Formal documentation of all production procedures. d) Description of the document preparation process. e) Description of the indexing process for data entry and for Optical Character Recognition (OCR) processes which can meet the MASLs. f) Written quality assurance procedures for image and index data. g) A description of how document and file index integrity will be maintained throughout the conversion process. h) Legal certification documenting the creation date, imaging staff and job tracking. i) Method for monitoring the number of documents and/or microfilm picked-up, the number of documents prepared for imaging, the number of pages imaged, and the number of documents returned. j) Methods for maintaining the integrity of the data extracted and assuring the clarity of the scanned images. k) Method for achieving ninety-nine percent (99%) accuracy of converted/scanned images. l) Method for providing searchable text from full page OCR that is 99% accurate on a page basis. m) Method for ensuring that PDF index file formats are 100% compatible with County imaging and document management system (including ▇▇▇▇▇▇ OnBase). n) Description of method/solution for conversion/scanning of the remaining percentage (no greater than one percent (1%) of non-scanned/non-converted images. o) Description and sample of Exception Report that identifies, lists, and explains each document that was not successfully scanned or indexed or otherwise failed contractor’s internal quality control process. The report will also include the sample size of the batch that was reviewed and the number of packages in error. 3. Upon request, Contractor shall provide to County a Summary Exception Report, including a record of all inspections conducted by Contractor, corrective actions taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action.