The vendor is required to provide records retention services for securely storing, retrieving, and managing physical records in compliance with state regulations and agency requirements.
- Retrieve, on a one-time basis, approximately 630 boxes of case files from a storage facility in, deliver those boxes to vendor’s facility in state and incorporate those boxes, and all case files in those boxes, into inventory tracking system that will allow for tracking and retrieval.
- Offer secure off-site storage for physical records, ensuring proper climate control for sensitive documents if needed.
- Provide retrieval and delivery services on demand, with a standard turnaround time of 24-48 hours, as well as an emergency retrieval option for urgent requests.
- All storage facilities must comply with state public records law and other applicable data retention policies.
- Maintain an inventory tracking system with online access, ensuring prompt response times for retrieval requests, and fully complying with all fac126 contract requirements.  this should include data entry services for new case files to be added to inventory tracking system to be shared with csc.
- Upon request of csc, provide destruction services for records that have exceeded the retention period required by the state’s records retention schedule.
- Offer a secure bin on site at csc for csc to deposit documents that need to be shredded and pick-up bin periodically and shred documents.