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2 <br /> <br />and remaining shall be made monthly and directed to the care of Cy Stober, Orange County <br />Planning and Inspections Director. <br />Should Orange County Planning decide to use Starpoint’s containers, Starpoint staff will pack files <br />directly from the cabinets and complete intake (barcoding and transmittal of contents for each <br />container) at no cost to the county. Starpoint staff shall sign out each box of records with Orange <br />County Planning on a sheet provided by Orange County Planning. Orange County Planning will <br />be responsible for identifying the files in each respective box for tracking purposes. Records shall <br />be returned to Orange County Planning at a location of its selection at no cost to Orange County. <br />Similar to picking the boxes up, Starpoint shall log the boxes and electronic files on a form <br />provided by Orange County Planning. <br />The project shall commence with an initial meeting, which can be held via Microsoft Teams or in <br />person at the Orange County Planning Offices (131 West Margaret Lane, Hillsborough, NC <br />27278). The staffs of the two parties shall review the scope of work, address any concerns, and <br />agree on, minimally, the following: index fields for the digitized files; protocol for informing <br />Orange County Planning of digitized files that cannot be OCR’d or made ADA compliant; location <br />for return of physical files; points of contact for the project; and a proposed scanning schedule that <br />will scan no more than ten (10) boxes of files at a time. An onsite Quality Control meeting shall <br />be held at the Orange County Planning Offices following the first box of files scanned by Starpoint. <br />Both staffs shall review the scanned and indexed documents and identify any needs to alter the <br />initial parameters (e.g. index fields) proposed for the project. Starpoint shall provide an estimate <br />of project cost impacts to Orange County Planning in writing for any proposed or requested <br />changes before those changes occur. <br />The digitized files will become the legal documents of record meeting all accessibility and <br />legibility requirements of NC General Statutes and the Americans with Disability Act (ADA) for <br />recorded documents. Starpoint could keep all originals for up to six (6) months after scanning is <br />complete, and the county could authorize destruction or request the return of the originals at any <br />point. Destruction of physical documents shall be authorized only at Orange County’s explicit <br />written direction. <br />All files targeted for scanning will remain accessible to Orange County at all times. Files that are <br />requested during a scanning effort will be pulled and delivered electronically by way of a digital <br />file share or transfer within a 24-hour (or 8-hour workday) period. <br />The digital files will be delivered to Orange County Planning via SharePoint or similar file sharing <br />system the County directs to Starpoint. Starpoint shall use OCR or equivalent post-processing, <br />meaning that digital versions will be fully text-searchable and compliant with the ADA. The files <br />will indexed using no more than three (3) fields, to be finalized at the initial Quality Control <br />meeting. Any additional indexes requested by Orange County Planning shall increase the image <br />base rate by $0.003 per index field. <br />Docusign Envelope ID: 7EEF39D3-F6C7-4040-B07A-D8FDDACDE239