Information Outsourcing Services

1. Information Outsourcing Services Providing document conversion services for state and local government agencies.

2. Customer Experience is Key Chuck Barnett, VP, IOS Executive Sponsor Our expertise is in correctly converting high volumes of critical papers and film in a confidential environment with a cost-effective, tightly managed approach.

3. Information Outsourcing Services (IOS) The Information Outsourcing Services(IOS) group, a division of OpenText, specializes in the conversion of paper and film records to usable digital images with accurate indexes to support document management systems of all types. Our experience in the public sector, federal, state, county and local government conversion services is unsurpassed in large scale document retrieval, storage and workflow solutions. Member

4. Conversion Projects IOS has performed numerous conversion engagements with substantial volumes: • 80 mil LA County DPSS image conversion, • 30 milLA County Hospital image conversion, • 60 milTexas DMV image conversion, • California Dept. of Health Services Statewide Vital Statistics image conversion, • as well as many others. • Crucial to these scale of conversions are realistic plans for the conversion. • Minimizing the risks inherent in the conversion, assuring accuracy and completeness of the converted records are absolute mandates in any sizeable engagement. • LA County Hospital

5. Documentation Preparation IOS utilizes extensive document preparation and quality control procedures which are unique to the document conversion industry. We realize many organizations are converting to digital media, therefore, paper based or microfilm documents are prepared and processed so we can easily transition our clients to the digital media and enhance retrieval speed and accessibility. • Creation of “Control Lists” of all boxes received • Removal of fasteners (staples, accos, clips, etc.) • Repair of torn or damaged documents • Unfolding of overlapped corners • Overlapped papers are removed from their backing sheet. We tape them onto a sheet or use a carrier jacket so information is correctly and legibly captured. • Retention of all box inventory and control lists should a question arise.

6. Document Scanning • Kodak scannersare used for most conversion applications are designed to compensate for colored, skewed or less than perfect documents. The production quality components and flexible image processing adjustments produce superior images when compared to other scanners. • In over 95% of our conversion projects, a resolution of 200 to 300 DPI provides the best quality image. The post processing software utilized in our production area is especially designed to “enhance” the scan of a “poor quality” original without increasing the DPI of the scan. • Our QC of the images after the post processing assures the best quality possible. If needed, the poor quality image is rescanned until the image quality is optimized.

7. Image Processing and Quality Control Quality control is ongoing during the document conversion process. The images are Quality Checked (QC) during the scanning process and again at the indexing process. Quality Control Procedures • Physical Inspection • Document content Inspection • Monitoring of all capture components both hardware and software • Quality Evaluation (to assure optimum quality) • Documentation of quality control inspections Throughout the conversion process, a series of tests and observations are constantly being made to insure that the completed document conversion product is accurate and legible and that no record or document is missed.

8. OpenText Capture Center Software (OCC) • OpenText Capture Center uses the most advanced document and character recognition capabilities available to turn documents into machine-readable information. • Capture Center captures the data “stored” in scanned images and faxes and interprets it using OCR, ICR, IDR, adaptive reading, and other technologies. • As a result, Capture Center reduces manual keying and paper handling, accelerates business processing, improves data quality, and saves money.

9. Document Retrieval during Conversion • Access to your files is available while they are in our possession during the conversion process. • A request from pre-registered individuals will result in an “as needed scan-on-demand” upload which will allow access via the OpenText platform. • In the meantime, IOS will upload files daily, or weekly, so that records are as assessable to the end-user as soon as possible.

10. Guidelines for conversion • Customer, or IOS, will provide an inventory of the boxes with a listing of the first and last file. • IOSwill request a box to scan in order to provide a sample of the project. The client will be asked to certify the job before the project starts. This will assure IOS understands the requirements of the indexing schema. • Documents will be transported using our company personnel in a closed and secured vehicle. Our personnel will compare the inventory of all boxes received and sign custody of record form. • During the period of time that any records are in IOSspossession, due care will be exercised to insure their security and safety. Confidentiality will be carried out throughout the entire conversion process. • As necessary, IOS will, during the document preparation phase, remove fasteners, staples and paper clips and repair any torn pages to make the document “Scanner Ready”.

11. Guidelines for conversion • IOSwill use appropriate digital scanners to capture documents as prescribed by the customer. The digital scanners used will provide the highest resolution possible. The scanned TIFF images, if required can then be converted to microfilm using the Kodak Archive Writer. The film produced is the exact duplicate of the scanned image. All ANSI / AIIM / or other State Library regulations are met and exceeded during our processes. • The documents will be converted at our nearest facility or on-site. After the conversion has been completed, quality control personnel will check results for quality. This final inspection will insure the highest quality for your document conversion. Documentation will be provided stating results for the conversion process.

12. Guidelines for conversion • The digitally captured documents will be indexed, as specified by the customer into a pre-agreed database-indexing format.During the indexing process, a visual quality control verification procedure will view the index quality and accuracy of random sample files. A second visual inspection will further insure the accuracy of the indexing information. • The conversion with indexing schema will be delivered / uploaded on an “as completed” basis.

13. Records Security • IOSmaintains a strict sensitivity policy and randomly audits our facilities and our employees. Our employees are continuously monitored with overhead security cameras to provide a further protection against harassment or theft. • Each of our facilities are equipped with a state-of-the-art security system. The system not only guards against a break in, but also has cameras and motion sensors. There is limited access to our offices and warehouse. In addition, IOS is bonded and insured. All visitors to areas containing records are accompanied by authorized personnel and asked to show a valid ID and sign in. • Finally, we are redundant in each operating facility to provide the means for business continuity in a disaster recovery scenario. This allows us to maintain similar capability in each service center and to shift personnel from other centers to ramp up to expected service levels during an event declaration.

14. Statement Of Confidentiality • Upon employment, each employee must sign our “Agreement RegardingConfidentialInformation” form. • This agreement informs the employee that client or company information may not be disclosed at any time. In addition, IOS is bonded and insured against such disclosure.

15. Sample Project Timeline This chart is included to provide a reference viewpoint to typical interactions and milestones on a conversion project of a 3,000 box conversion. Normal conversion timeline 7-8 months.

16. IOS Sample Reference List Secretary of State (Texas) Ms. Mary John Urban, Chief Procurement Officer 1019 Brazos Austin, TX 78711-3697 Telephone No. (512) 463-5608 Texas Department of Motor Vehicles Mr. Bobby Johnson, Director, Production Management Vehicle Title Registration Division125 E. 11th StreetAustin, TX 78701-2483 Telephone No. (512) 465-7719 E-Mail: Bobby.Johnson@txdmv.gov Bexar County – JP3 Ms. Janet Miller Justice Court Manager 8918 Tesoro Drive San Antonio, Texas 78217 Telephone No. (210) 335-4707 E-Mail: jmiller@bexar.org Los Angeles County Sheriff’s Department, CA Ms. Guninder Singh 12440 Center Court Drive: Suite 500Cerritos, CA 90703 Telephone No. (562) 465-7810 E-Mail: gksingh@lasd.org

17. IOS Sample Reference List Los Angeles County – Criminal Justice Advisory Body – District Attorney, Sheriff, Probation and Public Defender Group Los Angeles, CA Mr. Felix Basadre, Assistant Director Information Systems Advisory Board 12750 Center Court Drive, Suite 500 Cerritos, CA 90703 Telephone No. (562) 403-6505

18. Contacts