Extending Our Reach Through Partnerships June 2-6, 2013 Phoenix, Arizona

Extending Our Reach Through Partnerships June 2-6, 2013 Phoenix, Arizona

Overview In 2006 Arizona imaged and indexed historical Birth, Death, and Fetal Death records from the late 1870’s through ,036,634 – estimate of records that were imaged and indexed Duration of the project – 8 months In 2008 Arizona imaged all sealed records and evidentiary documents, estimated at 1.5 million records

How We Got Started RFP Process 12 vendors submitted proposals Selection Criteria Project Manager Project plan Staffing plan Source Material preparation plan Scanning and indexing process, Microfilm process Document control process Daily backup process Quality control plan, Image quality

Continued Selection Criteria – cont’d Quality of guarantee Staffing resumes Security plan Demonstrated experience with vital records imaging Quality of references Operator productivity reporting Project status reporting

Provide all necessary equipment and software on-site at OVR Provide all staffing Prepare source materials (remove tape, copy light print) Scan paper documents Create microfilm of scanned documents Create an index of images Quality control Index accuracy 99.5% on all fields Scanning, monitor in real time Contractor Requirements

Contract, cont’d 100% review of images by two people, sampling by a third Rescan poor quality images Insure image quality using 13 criteria Report status through meetings and real time on the web All source materials remain in vault at OVR All work products will be reviewed and approved by OVR Continued

On Site Security Requirements Contractor conducted personal interviews and selected local temporary staff for the project. Criminal background checks were preformed on all temp staff HIPPA training required ADHS confidentiality agreements signed Compliance with security procedures –Daily Supervisor Checklist

On Site Security Requirements Supervisor Daily Checklist All personal items stored in lockers No cell phones in work area No notebooks or scrap paper in work area No USB thumb drives, computer writable CD’s and DVD media in work area Employees worked in work area using tables, no desks with drawers

On Site Security Requirements In addition to the vendor security requirements, OVR staff were actively involved in monitoring the temp staff. Security cameras recorded activity in the vault work area OVR staff consistently monitored the behavior and productivity of the temp staff and made recommendations to replace inadequate staff A total of 25 staff were replaced throughout the duration of the project

The Process All work was performed in the vault within view of the OVR vault staff. All books were logged out on a log containing volume and person assigned to the book. After scanning, a second reviewer would ensure the book was back in order, returned the book, and signed the log verifying the book was returned to the shelf.

At the end of the day, the images were burned to a DVD and encrypted The DVD was sent via Fed-Ex to the contractor’s main office in Kentucky where the index was keyed and microfilm was created Once complete the encrypted DVD of the index and images as well as microfilm was returned to the Arizona OVR via Fed-Ex OVR staff decrypted the DVD, preformed a last quality check, and uploaded the images to an image database on the OVR server The Process - Continued

Sealed Record Imaging The same process was followed for the imaging of OVR sealed records and evidentiary documents Exception – Index’s were keyed on site, nothing left the OVR office After the records were imaged and verified, source documents were shredded.

Sealed Records

The Process Shredding took place on site OVR staff posted at shredder truck at all times OVR staff transported the records from the building to the truck Cross cut shredding Hands free feed into shredder Camera view of records being shredded

What We Learned Larger and more complex Data Transfer OVR fulltime involvement is necessary Record integrity issues identified Maintenance of records