2018-240-E Health - Starpoint - Laserfiche WebLink

Browse Search

DocuSign Envelope ID: 97E04238- A5D4- 41EE- ACB6- DDF028BB5823 Cost of Service: All- Inclusive Scanning: $0.042 per image. This rate is available regardless of actual quantities designated for scanning. For medical records, Starpoint generally equates 13.5 linear inches of records to 1 container (1.2 cubic foot), and generally sees an image yield of approximately 3,000 images per container. For the purposes of this cost proposal, we are assuming an image yield of as high as 3,500 images per box to ensure that the project does not exceed estimated costs. Starpoint executed its most recent scanning contract with Orange County Public Health in February 2016, and began the scanning project about two years ago. In July 2016, PO for that effort was amended to $50,000. Scanning for both clinics was completed in the fall, with all active charts now loaded to Patagonia and all older charts delivered on an encrypted external drive. Total costs were $42,638.82, leaving $7,361.18 from the PO. At the Department's request, we have reviewed additional files that the Department is considering for scanning. These files consisted primarily of TB records (468 linear inches) and Jail TB records (39 linear inches), but there were also about 226 linear inches of miscellaneous files representing a multitude of file types. Scanning every single piece of paper we saw in these cabinets would likely correspond to about 57 boxes of records with a total image yield of no higher than 199,500. This number is based on an image yield of 3,500 images per container, and we more typically observe yields of around 3,000. At the established per -image rate of $0.042, the worst -case scenario for scanning all of these records would be $8,379. Actual costs are likely to be lower than this amount, particularly if some of the miscellaneous records are deemed eligible for destruction rather than tagged for scanning. Adding the records that are already boxed and stored in three separate cages at the county annex building would cost significantly more. Even after identifying boxes that will definitely not be scanned, there were a lot of records with significant retention requirements remaining. In fact, we observed approximately 190 boxes of records (and 12 of these large 2 -cube boxes) which are likely to be targeted for scanning. This tally also represents a worst -case scenario for the department, and we will work with staff to identify any containers which may be eligible for destruction within the next few years in order to target only files with extended retention requirements remaining. Also, some of these boxes are not completely full, so we anticipate actual costs will again fall below the quote presented here.