Tronitech Document Mgmt/CourtsCONTRACT TO PROVIDE IMAGING SERVICES~ TO PRODUCE STORED
IMAGES AND INDEXES OF THE FILES OF THE CARMEL CITY COURT~
AND TO STORE DIGITAL MASTER AND MICROFILM
CONTRACT PART/ES. This contract is made between Tronitech Document
Management, hereinafter rel'erred to as Tronitech, and the Carmel City Court, hereinafter
referred to as Court, pursuant to which Tronitech agrees to digitally image for storage
certain documents of the Court, which documents constitute part of the record of the
Court, and to also store a digital master and microfilm copies of said documents.
CONTRACT TERMS. Tronitech agrees to at all times protect the integrity oYthe
records of the Court, during transportation between the Carmel City Hall and 8719
Boehning Lane, Indianapolis, Indiana, and at all times while said records are located at
8719 Boehning Lane, Indianapolis, Indiana. Tronitech will keep said records in a secure
location, and will not remove any documents from the Court's files, except to scan them
for storage on compact disc, after which it will immediately return said documents to the
Court's original files. Tronitech will not add any documents to the Court files, and will
make no decisions as to ~vhat is to be scanned, agreeing to scan, in their entirety, every
document and paper item in every Court file produced to Tronitech.
Tronitech will transport the Court records from the Carmel City Hall to its facility
at 8719 Boehning Lane, Indianapolis, Indiana, and return them to the Court at the Carmel
City Hall, in exchange for which the Court will pay Tronitech $35.00 per trip. Tronitech
will scan, index, and export scanned images and indexes to sel f-contained CD-ROMs,
performing 100% page to image verification. The Court will pay Tronitech at a rate of
$0.05 per page for the scamfing, and $0.01 per keystroke for indexing. The Court will
pay a $300.00 one-time fee for viewing software, and $15.00 each for CDs produced.
The Court will pay Tronitech $20.00 per hour for such document preparation as it
needs to add to that already done by the Court Clerk, who will have examined and
prepared the files for scanning, after determining that each file is a complete record of the
Court. Tronitech's additional preparation should include only sorting and combining,
staple and paper clip removal, and document repair and paste-up. It will not include
making any additions to or deletions from the Court's files.
Tronitech will scan the files individually on Bell & Howell 6336 scanners at 300
DPI.
Tronitech will index files by cause number, last name, first name, and ticket or
charge date.
Tronitech will perform image clean-up: images will be de-skewed, punch holes
will be filled, and black borders will Be eliminated.
Tronitech will perform a final quality control, verifying image quality and
indexing.
Tronitech will transfer the completed scanned files to viewable CD. Images will
be Group IV TllVF images. Digital media employed will have a pre-write shelf life of at
least five years, and a post-write shelf life of twenty years, based on accelerated aging test
results that reports on specific disk areas.
Tronitech will inspect, label and return the files and CDs to the Court. The Court
Clerk will then inspect the returned files to verify that the CDs contain true, accurate and
complete scanned copies of that portion of the Court's files and records that they contain
and store.
Tronitech will create a digital master, employing WORM technology as the digital
medium.
Tronitech will store the digital master in a dust-free, temperature and humidity-
controlled environment, meeting ANSI/AIIM TR25-1995, Use of OpticaI Disks for
Public Records.
Tronitech will convert to microfilm archival data stored on the digital master.
Tronitech will store that microfilm in a dust-free, temperature and humidity-controlled
environment.
PAYMENT FOR SERVICES. Payments will be made to Tronitech upon
statements or invoices submitted, after they have been reduced to claims, or accounts
payable vouchers, by the Clerk of the Court, and after they have been approved for
payment by the Carmel City Council, with payment finally being made by the Clerk-
Treasurer of the City of Carmel.
SIGNATURES
Tronitech Document Management
By: Stephani~z.~jolleman, C.o;~J.t/~ r
Tronitech Document Management
8719 Boehning Lane
Cam~el City Court
By: Gail Bardach,
Sign at ur .~-'~.?~~.t _~.~:~ ,~'""~ ~-~
\
Carmel City Court
1 Civic Square
Indianapolis, IN 46219 Carmel. IN 46032
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Approved by the Board of Public Works this ~-"~'C~ day o1~,~(3~', 2005.
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