HomeMy WebLinkAboutC05-165 ImageBASE
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AGREEMENT REGARDING PROVISION OF PROFESSIONAL SERVICES
This Agreement Regarding Provision of Professional Services (the "Agreement")
dated as of May 11, 2005, is between ImageBASE, LLC ("Contractor") and Eagle County,
Colorado ("County"), by and through its Board of County Commissioners ("Board").
Recitals
A. County has heretofore requested a proposal from Contractor for document
image digital conversion AKA scanning and indexing services (the "Project Phase I");
B. Contractor has submitted to the County a proposal for the Project Phase I
and represented to County that it has the proprietary technology, expertise and personnel
necessary to properly complete the Project Phase I and a willingness to accomplish part of
the project on-site;
C. After considering the proposal, the Eagle County Clerk and Recorder has
decided to accept the proposal of Contractor for the Project Phase I subject to the
execution of this Agreement between the Contractor and the County acceptable to the
Clerk; and
D. Contractor and County intend by this Agreement to set forth the scope of the
work to be done by Contractor in connection with the Project Phase I and related terms
and conditions to govern the relationship between Contractor and County in connection
with the Project Phase I.
Terms and Conditions
1. Scope of Project Phase I~ Contractor shall perform the work described in the
attached Exhibit A, attached hereto and incorporated be reference, entitled "Proposal"
which was submitted by Contractor as part of its proposal. Contractor shall perform the
work for the Project Phase I in a skillful, professional and competent manner and in
accordance with the standards of care, skill and diligence applicable to consultants in the
field in which Contractor practices with respect to such work.
2. Compensation and Payment: As consideration for the work to be performed
by Contractor hereunder, County shall pay to Contractor an estimated amount not to
exceed $60,105. The compensation to be paid to Contractor shall be paid upon
presentation of invoice based upon percentage of project completed and accepted by
County after quality assurance checks.
During the Project Phase I, Contractor shall submit billings for its reimbursable
costs and work performed in connection with the Project Phase I on a monthly basis no
later than the 10th day of the month following the month in which the work billed was done.
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Such billings shall be submitted to Teak Simonton, Eagle County Clerk & Recorder
for review and approval and shall segregate reimbursable costs from charges for
professional services and, upon request, Contractor shall provide County with such other
supporting information as County may request. County shall pay all properly submitted
invoices within 15 days after receipt of each such invoice and any supporting information
requested by County. Contractor shall offer the County a Net 2% discount on all invoices
that are approved and paid within a 10-day period. Any properly submitted invoices not
paid within 30 days shall incur a 1.5% interest on the unpaid balance per month until paid.
All billings shall include the Contractor's taxpayer identification number or social security
number.
3, Time for Completion of Project: Contractor shall work diligently to complete
the work described in Exhibit A within 180 days from the date this Agreement is executed
by County. County recognizes however, that there may be delays in the completion of the
work beyond the control of the Contractor and County, therefore, agrees that Contractor's
obligation hereunder is one of diligence and is not a covenant or representation that the
Project Phase I will be completed within said time period. Contractor shall, however, be
responsible for promptly notifying County of delays in the completion of the Project Phase
I, which Contractor believes, are attributable to County,
4. Personnel: Contractor understands that in retaining Contractor, County is
relying primarily upon the proprietary technology, expertise and personal abilities of
ImageBASE, LLC. This Agreement is conditioned upon the continuing direct personal
involvement of ImageBASE, LLC in the Project Phase I. In the event that ImageBASE,
LLC, for any reason, is unable to remain involved in the Project Phase I, or in the event
that ImageBASE, LLC ceases to be involved in the Project Phase I as planned,
Contractor shall immediately advise County of such fact and County shall have the
option to terminate this Agreement.
Contractor shall be responsible for worker's compensation and all other benefits for
Contractor and its employees working on the Project Phase I and such employees shall
not, for any reason, be deemed the agents, servants or employees of County. Neither the
Contractor nor any employee of Contractor shall be entitled to unemployment
insurance benefits throuQh the County and the Contractor shall be obliQated to pay
any federal or state income taxes due with respect to any sum payable by County
hereunder. Contractor shall maintain commercial general liability insurance providing
bodily injury and property damage coverage with a combined single limit of at least
$1,000,000 and a deductible of not more than $1,000. Such insurance shall provide that it
may not be canceled without 30 days prior written notice to County. Prior to
commencement of work on the Project Phase I, Contractor shall cause County to be
named as an additional insured and shall provide County with evidence, acceptable to
County, that the insurance required hereby is in full force and effect.
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5. No Assiqnment: The parties to this Agreement recognize that the services
to be provided pursuant to this Agreement are professional in nature and that in entering
into this Agreement, County is relying upon the personal services and reputation of
ImageBASE, LLC. Therefore, Contractor may not assign its interest in this Agreement
without the prior written consent of County, which may withhold such consent in its sole
discretion. Except as so provided, this Agreement shall be binding on and inure to the
benefit of the parties hereto, their respective successors and assigns, and shall not be
deemed to be for the benefit of or enforceable by any third party.
6. Conflicts of Interest: Neither Contractor nor any of its employees shall, at
any time during the term of this Agreement, do work for, nor shall they have any financial
interest or other relationship with any entity or project which would constitute a conflict of
interest or influence or otherwise jeopardize the professional judgment of Contractor in
connection with the Project Phase I.
7. Confidentiality: Contractor acknowledges that it may receive confidential
information from County in connection with the Project Phase lor, as part of the Project
Phase I, develop such information. Contractor shall take all precautions necessary to
maintain and protect the confidentiality of any such information and to ensure that it shall
be used only for the purposes of the Project Phase I.
8. Ownership of Work: Subject to County's obligation to compensate
Contractor, all work, reports, designs, drawings, renderings and other work product
produced by Contractor in connection with the Project Phase I shall belong to County and
Contractor shall not use any part thereof for purposes other than the Project Phase I
without the written consent of County.
9. Indemnification: Contractor hereto shall indemnify the County and hold and
defend the other party and its officials, officers and employees harmless from all costs,
claims and expenses arising from claims made by any person in connection with the acts
or omissions of, or representations by, the indemnifying party, This indemnification shall
not apply to claims by third parties against the indemnified party to the extent that the
indemnified party is liable to such third party for such claim without regard to the
involvement of the indemnifying party. It shall be a condition to liability under this
paragraph that the indemnified party promptly provide to the indemnifying party a copy of
any summons, complaint or other notice of claim with respect to any claim for which the
indemnified party may seek indemnification or defense hereunder. Within 10 days
following the giving of such notice of claim by the indemnified party, the indemnifying party
shall acknowledge receipt of such notice in writing to the indemnified party and, in such
notice, accept the defense and obligation to indemnify the indemnified party hereunder.
Following such acknowledgment, the indemnifying party shall take all actions reasonably
necessary to protect the indemnified party from such claim and the indemnified party shall
cooperate in such defense. In the event that the indemnifying party fails or refuses to give
such acknowledgment of receipt and acceptance to the indemnified party within the 10-
3
day period specified, the indemnified party may, but shall not be obligated, to assume its
own defense and thereafter recover all costs of such defense from the indemnifying party.
10. Termination: County may terminate this Agreement at any time during the
Term of this Agreement upon 10 days' written notice to Contractor without cause;
provided, however, that within 30 days following such termination Contractor shall render a
final billing for work completed and expenses incurred to the date of termination which
shall be paid by County in accordance with Paragraph 2 hereof. In the event that County
fails to pay any billing by Contractor for Work hereunder when due, then upon 10 days'
written notice to County of such delinquency and the failure of County to pay all amounts
then due to Contractor within such 10-day period, Contractor may, at its election cease
work hereunder and terminate this Agreement by giving a written notice to County advising
of such election. Such written notice of Contractor's election to terminate this Agreement
may, but need not, be included in the notice of delinquency required hereunder. In such
case such notice of the election to terminate shall be stated in the conditional form that the
Agreement shall be terminated if payment is not received within the 10-day period
provided for payment of any delinquency.
11. Notices: Any notice required under this Agreement may be personally
delivered or mailed in the United States mails, first class postage prepaid to the party to be
served at the following addresses:
Contractor: ImageBASE, LLC
Attn: Joseph K. Burke, CEO
700 17th Street, Suite LL-100
Denver, CO 80202
County: County Clerk and Recorder
500 Broadway
Eagle, Colorado 81631
Notices personally served shall be deemed served on the date of delivery. Notices mailed
shall be deemed served the next business day following the date of mailing if mailed in the
State of Colorado otherwise on the date which is two business days following the date of
mailing.
12. Attorney Fees: In the event either party to this Agreement brings suit to
enforce or interpret any portion of this Agreement, the party substantially prevailing in such
action shall be entitled to recover all costs incurred in such action, including without
limitation reasonable attorney's fees.
13. Entire Aqreement: This Agreement constitutes the entire agreement
between the parties concerning the Project Phase I and may not be amended except by a
written document executed by both parties hereto.
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14. Counterparts: This Agreement may be executed in any number of
counterparts, each of which shall be deemed an original, and which together shall
constitute a single instrument.
15. Choice of Laws and Venue: This Agreement shall be governed by and
construed in accordance with the internal laws of the State of Colorado without reference
to choice of laws rules. The parties agree that venue in any action to enforce or interpret
this Agreement shall be in the District Court in the Fifth Judicial District for the State of
Colorado.
16. County Budqetarv Parameters: The parties recognize that Eagle County is
a governmental entity and that all financial obligations beyond the current fiscal year are
subject to funds being budgeted and appropriated. Notwithstanding anything to the
contrary contained in this Agreement, no charges shall be made to county nor shall any
payment be made to the Contractor for any work done after December 31, 2005 without
the approval of the County in accordance with a budget adopted by the Board of County
Commissioners pursuant to the provisions of Article 25 of Title 30 of the Colorado
Revised Statutes and the Local Government Budget law (C.R.S. 29-1-101 et seq.)"
By:
Joseph
COUNTY:
COUNTY OF EAGLE, STATE OF COLORADO
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ImageBASE LLC 700 17th St Suite LL-100 Denver, CO 80202
(VIA EMAIL)
Teak J. Simonton
P,O. Box 537
500 W. Broadway
Eagle, CO 81631-0537
Dear Teak:
Thanks for the email and the call stating that the full project has been approved and that we can
move forward with the capture of your materials. We congratulate you for getting the entire
project approved.
It is our understanding that you wish to have the project accomplished in two Phases. Phase I
will be the capture of the hard copy books and the microfiche images. Phase II will be the
capture of the survey maps and the aperture cards images. The original proposal has been
divided to reflect this requirement and we have also provided the Professional Services
Agreements for both Phase I and Phse II of the project. Copies of the Professional Service
Agreements for Phase I and Phase II are attached with the proposals for each Phase. The
Proposals and the Agreements are being emailed to you for your review and four signed originals
are being sent to you by overnight mail.
The proposals have been update with the wording changes that you have requested, including
the guarantee that we will be responsible for delivery of the images in a format that will load in the
CRIS++ system.
It is our understanding that you will deliver the books, microfiche and aperture cards to our office
on or about the 20th of May. We ask that you let us know when you expect to arrive so that we
can reserve the freight elevator for the time needed to receive the materials. Please let me know
if you need any additional information.
Sincerely,
Joseph 1( CBurRJ
Joseph K. Burke
CEO
JKB/me
PS: As you and I discussed, we have been advised to change our corporate structure and we are now
operating under the name ImageBASE, LLC.
cc: Sean Burke, Legal and Accounting
Updated Phase I Proposal for EA(u.E COUNTY CLERK AND RECORDER
May 11, 2005
t
PHASE I PROPOSAL
To Perform
Imaging Backfile Conversion &
Index Creation
For
Eagle County Clerk and Recorder
Teak Simonton
Presented by
ImageBASE, LLC
Joseph K Burke
May 11,2005
Prepared by: Joseph K Burke Page 2
Confidential
Updated Phase I Proposal/or EAGLE COUNTY CLERK AND RECORDER
May 11, 2005
Table of Contents
I. Overview...... .................. ........ ....... .............. ......................... ............... 4
1-1. Project Summary .......................................................................... 4
1-2. ImageBASE, LLC Corporate Overview.......................................... 6
1-2.1. Corporate Information.............................................................. 8
1-3. Scope of Project ...........................................................................9
1-4. Technical Plan and Approach..................................................... 10
1-4.1 Process and Methodology...................................................... 10
1-4.3 Reservations, Conditions or Constraints................................. 14
1-5. Engagement Methodology and Project Management................. 15
1-5.1 Client Engagement Process................................................... 15
1-5.2 Project Management Methodology......................................... 16
1-6. Quality Assurance & Quality Control.......................................... 16
1-6.1 Quality Control Process.......................................................... 17
1-6.2 Other Quality Control Processes............................................ 18
1-7. Project Status Reporting............................................................. 19
II. Cost Proposal........... ............. ............... ....... ........... ........ .......... ......... 20
III. References.. .................... ... ........ .... .... .... ............ ........... ..... .......... .... 23
111-1 Proposal References ........ ..... .... .... ........ ............ ....... .......... ....... 23
IV. Quality Assurance I Quality Control.............................................. 26
IV- 1. Quality Control (QC) and Quality Assurance (QA) Process...... 26
V. NxGen™ Digital Imaging Process ................................................... 30
VIII-1. NxGen™ Technology... ...... .... .... ....... .......... .......... ...... ............. 30
Prepared by: Joseph K Burke Page 3
Confidential
Updated Phase I Proposalfor EAGLE COUNTY CLERK AND RECORDER
May 11, 2005
I. Overview
1-1. Project Summary
A core mission of the Eagle County Clerk and Recorder is to record, preserve, and
provide access to public record. During the next several years, the provision of access to
this information will increasingly be accomplished via online networks. The Clerk's Office
will also be working cooperatively with other government office's digital information
library.
The scope and magnitude of this project requires focused skills and significant
experience in large-scale document imaging and conversion. The chosen vendor must
have extensive domain knowledge related to how County governments, and in particular
Clerks and Recorders function.
The track record and focused skills that ImageBASE, LLC brings to a project underwrite
its success. To ensure the success of every project ImageBASE, LLC deploys a rigorous
Client Engagement and Project Planning methodology. Equally important is our robust
Quality Assurance and Control programs to ensure that all specifications and
expectations are met or exceeded.
A critical element to the Eagle County project is an acceptance and integration of
specifications required by the Data Management System into the conversion process.
ImageBASE, LLC will bring proven experience to this element of the conversion.
ImageBASE, LLC has vast experience in managing complex large-
scale conversions for County Recorders, Title Plants and other related
projects.
To ensure a successful conversion project of this magnitude, ImageBASE, LLC will:
y Utilize a team approach consisting of ImageBASE, LLC, Client members, and
third-party system vendors planning and executing together in phases to ensure
milestones and project requirements are met;
y Use proprietary ImageBASE, LLC technology and processes to ensure high
quality image and index data output that meets or exceeds client expectations;
y Use proprietary ImageBASE, LLC post-processing processes and technology to
ensure quick turnaround in a cost-effective manner;
y Deploy ImageBASE, LLC Client Engagement, Project Planning and Quality
Assurance programs to ensure that the project is managed to meet or exceed all
project requirements;
y Use ImageBASE, LLC methodologies to appropriately safeguard all client
information and data both during and after conclusion of the project.
Prepared by: Joseph K Burke Page 4
Confidential
Updated Phase I Proposal/or EAGLE COUNTY CLERK AND RECORDER
May 11, 2005
ImageBASE, LLC recognizes the fact that every data conversion project sits squarely on
the critical path to the realization of our customer's productivity gain and their ability to
provide increased levels of seNice. As a result, ImageBASE, LLC is a diligent partner in
performing timely and successful large-scale conversion projects.
Prepared by: Joseph K Burke Page 5
Confidential
Updated Phase I Proposal for EAG~E COUNTY CLERK AND RECORDER
May 11,2005
1-2. ImageBASE, LLC Corporate Overview
ImageBASE, LLC is a full-service imaging and document management company located
in downtown Denver. We have been incorporated in the state of Colorado serving county
governments and corporate clients for more than 15 years.
ImageBASE, LLC has converted more than 60 million images from its many county
government and title company clients, formerly known as Visual Information, Inc.
Counties that have had work accomplished by ImageBASE, LLC include Delta County,
Jefferson County, Denver County, La Plata County, Weld County, Morgan County, Moffat
County, Park County, Routt County, Sedgwick County, Yuma County, Bent County,
Otero County and Larimer County to name a few. ImageBASE, LLC presently converts
all of the microfilm from Denver County on a weekly basis for the use of many title
companies and the county itself. Services have also been provided for the conversion of
land documents archived by SKLD Land Records for the use of its members.
Extensive work has also been accomplished for the title insurance industry and clients
have included North American Title of Colorado, Stewart Title of Colorado, Chicago Title
of Colorado, First American Heritage Title Services, Chancery Title of Colorado, First
National Title and Title Records, LLC.
ImageBASE, LLC has also served the United States Library of Congress, Harvard
University, New York Public Library, Denver Public Library and Wright State University in
the capture of images and the development of databases with very complex and
extensive indexing.
Capture and database services have also been provided on a national and international
basis to corporate clients such as General Motors, Thompson Publishing and Information
Handling Services. Such prestigious institutions have selected ImageBASE, LLC in large
part because of the level of quality provided. This high level of quality results from the
time, energy, experience and care, integrated with a robust client engagement process
that we apply to each project we undertake.
Prepared by: Joseph K Burke Page 6
Confidential
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!
Updated Phase I Proposal for EAGLE COUNTY CLERK AND RECORDER
May 11, 2005
ImageBASE, LLC has developed a suite of proprietary technology applications that allow
documents to be captured from original formats, either hardcopy or microform, and
manage the process of creating quality digital images. ImageBASE, LLC has announced
the development of its latest NxGen 1M Digital Imaging Technology. This innovative
advancement in digital image capture technology represents the next generation of
document capture. It allows us to digitally capture original source documents such as
books, large format documents, microform and other formats without unbinding or
disassembling the source materials. We also can capture film sources with a much
greater depth of quality and clarity.
The NxGen TMprocess utilizes state-of-the-art digital image capture, rather than traditional
scanning, to produce exceptional image quality far surpassing that of traditional scanning
processes in the capture of original source materials such as paper, books, microform,
microfilm, microfiche and aperture cards. For a more detailed explanation of the
NxGen™ Digital Imaging Technology, see Section I of this proposal response.
We have further developed a host of proprietary post-processing techniques and
software. The Adaptive Thresholding TechnologyTM and our Data Profiling systems
enable us to process large volumes of image data and automate or semi-automated most
image processing and indexing tasks. In addition to imaging experience, ImageBASE,
LLC possesses considerable experience in content and document management. Its
state-of-the-art content management solution, ImageBASETM, is used by various
organizations to manage complex collections of documents and other digital assets.
In summary ImageBASE can provide a full range of imaging, document conversion,
indexing and document management experience and technology to enable Eagle County
to full realize the value of its digital assets.
Prepared by: Joseph K Burke Page 7
Confidential
Updated Phase I Proposal for EA(n.E COUNTY CLERK AND RECORDER
May 11, 2005
1-2. 1. Corporate Information
Legal Name: ImageBASE, LLC
Federal Tax 10 #: 01-0829268
State Employer 10 #: 02-54273
Years in Business: 15
State Incorporated: Colorado
Headquarters: ImageBASE, LLC
700 1ih Street Suite LL-100
Denver, CO 80202
Voice: 303.686.3034
Fax: 408.942.1260
Website: www.imaqebase.com
Company Contact: Joseph K Burke
PH 303.825.0413 ext. 1
FAX 303.825.4244
jkb@imaqebase.com
Formerly: Visual Information, Inc.
Prepared by: Joseph K Burke Page 8
Confidential
Updated Phase I Proposal for EA(h,E COUNTY CLERK AND RECORDER
May 11, 2005
1-3. Scope of Project
The Eagle County Clerk and Recorder's Office seeks to continue the digitization of its
back-file inventory that is comprised of microfiche, aperture cards, and hard cover books.
The focus for the project will consist of microfiche, aperture cards, and hard cover books
to be digitized, and survey documents, which contain materials, like the following:
y Miscellaneous Real Estate
y Reception Books
y Grantor/Grantee Books
y Mining Deeds
y Motor Vehicle Records
y Quit Claim Deeds
y Marriage Licenses
y Plats
This component consists of the conversion of approximately 612,000 to 650,000 images
of the current back file of document images from microfiche, aperture cards, hard copy
book images to digital images, compatible with the latest technology in electronic storage
and retrieval, and to provide a link to each document through book and page number or
reception number and date to an index database. The original books will be used as the
source documents when they are available and it is estimated that there will be
approximately 100,000 pages according to the spreadsheet provided by Karen Valas.
ImageBASE, LLC fully understands the scope of this project. We implicitly understand the
conversion vendor's role in:
y Managing the receipt, processing and return of County data
y Proper image processing requirements of microfilms to meet Eagle County's
expectations for quality
y Appropriate post-processing requirements to ensure that all images meet
functional expectations including print requirements
y Manage the project and ensure quality assurance to meet or exceed Eagle
County's requirements.
Prepared by: Joseph K Burke Page 9
Confidential
Updated Phase I Proposal/or EAGLE COUNTY CLERK AND RECORDER
May 11, 2005
1-4. Technical Plan and Approach
1-4.1 Process and Methodology
Overview
ImageBASE, LLC has developed technology and processes for large volume data
conversion projects including the capture and indexing of images from both microform
and hardcopy documents. This includes the capture of bound document books,
microfilm, microfiche, aperture cards, oversize maps and plats, printed letter and legal
documents, CAD files, PDF files, text files, photographs, Word and Excel documents.
Control of Physical Media
ImageBASE, LLC uses rigorous control procedures to track source media through the
conversion process and the associated virtual files from ImageBASE, LLC to the client.
Utilizing the ImageBASE, LLC process we can effectively track:
~ Receipt and check-in of source media
~ Issuing of source media to the production process
~ Receipt of source media from the production process
~ Secure storage of source media
~ Shipping of deliverables and return shipment of source media
~ Secure storage of generated customer backup data
Technical Approach
Production Processes
1. Preview Staging.
All books will be handled through the NxGen™system.
This level of attended preview is required to ensure required image quality while
maintaining throughput and process integrity during the capture/imaging process. Our
goal is to produce the highest quality output at the capture phase and to avoid to the
extent possible any rework.
2. Capturingllmaging.
Our latest advancement, the NxGen™ Digital Imaging Technology is an innovative
breakthrough in digital image capture technology. With NxGen™ we can digitally
Prepared by: Joseph K Burke Page 10
Confidential
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Updated Phase I Proposal for EAGLE COUNTY CLERK AND RECORDER
May 11, 2005
capture original source documents using state-of-the-art optical processes, in color, at
up to 24 bit images. For a more detailed explanation of the NxGen™ Digital Imaging
Technology see section VIII of this proposal.
The NxGen™ utilizes state-of-the-art digital image capture, rather than traditional
scanning, to produce exceptional image quality far surpassing that of traditional
scanning processes in the capture of original source materials such as paper, books,
microform, microfilm, microfiche and aperture cards. The digital images can then be
enhanced significantly before being converted to virtually any image format.
Given the quality requirements of Eagle County, ImageBASE, LLC proposes that all
scanning/imaging for documents be done in an attended mode through our NxGen™
digital imaging process. This is the only viable way to ensure the quality requirement.
ImageBASE, LLC can accomplish this in a cost-effective manner.
Quality Assurance Reports are generated indicating any breaks in sequence for the
reception numbers and/or book and page numbers. Also, missing pages that can be
logically determined are also identified.
3. Post Processing & Data Profiling.
The capture process integrates the flow of the digital images from the capture devices
to the database where the images are then post-processed using proprietary
ImageBASE, LLC data profiling software and processes. Using our profiling system,
images will be deskewed, rotated, cropped and digitally enhanced to meet the
requirements of the County.
Any images processed through NxGen™ are post processed using our Adaptive
Thresholding Technology™to further enhance the final quality of the output. Once
profiling is complete, the application then automatically converts the images into multi-
paged TIFF version 6.0 CCITT Group IV format and insures that each document is
complete. (Single page formats are also available and will be the format delivered to
Eagle County.) A beginning and ending sequence number is assigned to the images
and is used to insure that each and every image is properly accounted for as a result
of the capture process.
QC reports are generated to identify issues related to the data profiling. This includes
such things as missing pages, unreadable film, problems in recording numbers, etc.
4. Indexing
Creating the indexes required for Eagle County is a multi-step process. Included in
this proposal are several alternatives for the County to consider. Each alternative is a
quality versus cost issue.
Prepared by: Joseph K Burke Page 11
Confidential
Updated Phase I Proposal for EAGLE COUNTY CLERK AND RECORDER
May 11, 2005
ImageBASE, LLC has developed software applications and processes, which provide
the ability to capture the reception number (if present), the book and page numbers
and the reception date into a database. Indexing for certain classes of documents
(marriage licenses and other miscellaneous documents) is semi-automated during the
profiling stage. This includes the file name; date recorded, book and page or reception
number.
We will deploy a rigorous sampling methodology for quality assurance. Entries are
tested to insure that each reception number and/or all book and page numbers are
present and identified. (Additional fields such as the grantor, grantee, legal
description, recording date, instrument date, type, number of pages, etc. can also be
captured as part of the process but are not included in this proposal.)
5. Quality Assurance and Exception Processing.
QA is conducted both as part of the data profiling stage and as a separate sampling
function. A trained QA operator will review both images and index data. Errors in
imaging or indexing are identified and failures are set aside for reprocessing. The
recommended attended capture/imaging mode results in very few, if any, image
quality issues. However, any resultant image quality failures will return to capture
process for rework and subsequent index reprocessing. Index only failures will return
to Indexing for re-index.
ImageBASE, LLC's Quality Control Program is a prevention-based process that
relies primarily upon visual inspection of the images and indexes at all stages of
production. In addition to these Process Flow inspections ImageBASE, LLC has
developed methods to perform representative sampling of the product at various
critical intersections of the production process.
The combination of proactive analysis of the condition of the raw media at the time
of Check In and Acceptance, followed by the attended visual inspection of digitized
images as they are produced, coupled with a rigorous post-imaging inspection and
sampling process, insures that a virtually error free product is delivered to our
customers.
6. Reprocessing
As stated above our philosophy with attended capture is to eliminate the need for
image reprocessing altogether. Where required, the rework operator will locate the
corresponding image on the film or paper. The operator will perform tests and make
setting adjustments to obtain an optimum image. In some cases, it will not be
possible to capture an acceptable image from the media provided. An alternate
source for the document is then requested from the county.
Prepared by: Joseph K Burke Page 12
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Updated Phase I Proposal for EAG_u!: COUNTY CLERK AND RECORDER
May 11, 2005
7. Data Storage, Backup
Once all processing and indexing steps are complete the image files are stored on
large format RAID devices. Index files are stored in appropriate database formats. All
data is backed-up via regular processes to ensure data integrity and disaster
recovery.
8. Data Mastering & Delivery
When ready to deliver to Eagle County, data will be prepared and packaged by
mastering to portable hard disc drives. ImageBASE, LLC agrees that it is their
responsibility to provide indexing and imaging that can be directly imported into
CRIS++ system. The images will be delivered in a single page TIFF Group IV format
and a CSV file defined by Tyler Eagle Systems will also be delivered for the import of
the images into the CRIS++ system as has been done in the past. ImageBASE, LLC
will guarantee that the Images and CSV files will be 100% compatible with the stated
import format.
9. Inspection and Acceptance
Eagle County shall have thirty days to perform inspections and notify ImageBASE,
LLC of the acceptance or rejection of the images.
We are known in the industry for our exceptional quality. Should at any time during
the course of this engagement Eagle County identify images that do not meet the
quality standards established and agreed upon, ImageBASE, LLC will reprocess
those images at it's own cost.
Simply put- we stand behind the quality of our work 100%.
Prepared by: Joseph K Burke Page 13
Confidential
Updated Phase I Proposal for EAGLL:: COUNTY CLERK AND RECORDER
May 11, 2005
1-4.2 Current Application Environment
ImageBASE, LLC works with most recording systems and document management
systems allowing for easy implementation of images into the various databases. Images
captured in the past for Eagle County have been loaded to the Eagle CRIS system.
1-4.3 Reservations, Conditions or Constraints
1. Poor Image Quality on Source Documents or Film
If an image on the film, books, or plats cannot be captured due to the poor quality
of the film or the poor quality of the original filming process, the County will be
notified and an attempt will be made to secure a revised source document. Often
using our NxGen™ digital imaging process we will likely be able to capture a
suitable image even from less than optimal source book.
However, after all efforts have been exhausted, it is possible that we will be
unable to capture a suitable image. Should this occur, a "place holder"
image may be inserted.
All appropriate QC/QA measures as detailed in this response will be utilized and a
mutually acceptable process for rejection and correction will be established with
the Cou nty.
2. Accuracy level of Optional Grantor/Grantee Indexes
ImageBASE, LLC can also provide extensive grantor/grantee indexing and we
assert that we can achieve an industry standard 99.75% accuracy.
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1-5. Engagement Methodology - Project Management
1-5. 1 Client Engagement Process
ImageBASE, LLC will deploy a comprehensive Client Engagement process that is key to
our technical approach. Our Client Engagement process is an iterative process that
involves extensive client interaction. The purpose of the Project Engagement Plan is to
clearly identify the scope of the project, establish all expectations, identify the required
project plan, establish change control procedures, and initiate project controls to ensure
successful and timely project completion. Our prior experience with the capture of
images for Eagle County will be used to insure a clean process of data.
The Project Engagement Plan will include the following process steps.
1. Initial Project Engagement Planning
2. Technical Analysis & Project Assessment
3. Design Project Plan & Risk Assessment
4. Testing Phase & Task Order Analysis
5. Reassessment and Final Approval of Project Plan
6. Implementation of Plan
7. Progress Reporting
8. Quality Assurance
9. Budget Management
10. Delivery, Testing and Acceptance
11. Project Completion & Sign-off
12. Ongoing Maintenance & Support
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1-5.2 Project Management Methodology
ImageBASE, LLC uses a rigorous Project Management (PM) methodology to manage the
project initiatives under its direction. ImageBASE, LLC tracks progress against the
project plan through periodic status reports produced internally. Project management
activities are performed as the first activity of every phase of every ImageBASE, LLC
project.
The ImageBASE, LLC project team consists of the following resources:
>- ImageBASE, LLC Project Manager. The Project Manager is responsible for
managing all day-to-day project activities, assigning resources, reporting progress
and status, and tracking events.
>- ImageBASE, LLC Conversion Manager. The Conversion Team Manager is
responsible for auditing project metrics, managing team resources and assuring
quality of deliverables in order to assure that project expectations are met and on
track.
>- ImageBASE, LLC Sr. Technical Lead. The Technology Leads provide technical
leadership to the project and functions as the focal point for technology-related
issues during the course of the project.
>- ImageBASE, LLC Lead Conversion Tech. This resource will support the Project
Manager, Production/Operations and Technical Leads with all conversion tasks.
To ImageBASE, LLC quality is the result of effective Project Management. The
underlying philosophy of ImageBASE, LLC's approach to project management is to
create an environment in which work effort is carefully planned and where progress is
tightly monitored so that our clients receive the highest quality deliverables that meet or
exceed their expectations.
1-6. Quality Assurance & Quality Control
Quality Assurance is fundamental to ImageBASE, LLC's conversion process. We pride
ourselves in the reputation we've developed as a direct result of our commitment to
quality assurance. Our Quality Assurance process involves several different stages.
Robust QC processes exist at every stage of the conversion process, from preview
staging to attended scanning, post-processing and data profiling, to indexing and delivery
of final output.
As a result, our process provides a high degree of accountability, product integrity, and
output quality. Our production parameters are designed on the axiom that control and
accountability remains the key to effective Quality Assurance.
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1-6. 1 Quality Control Process
Project and Quality Control, are accomplished through a rigorous process. The process
begins by tracking the physical receipt and virtual movement of source media through
each step of the conversion process. It provides the mechanism for tracking of media and
timely processing for management reporting purposes.
In summary, the process control system:
~ Controls Receipt of Media
~ Captures Movement of Media
~ Captures Data Generation
~ Generates Key Management Reports
~ Generates Data For Random Quality Control
~ Identifies Necessary Resolution Steps
~ Tracks Source Media through Production to Return to Client
~ Tracks Final Delivery of Output Data
Imaging Quality Control
In our processes, all capture of data is done in a fully attended basis. Quality control
processes include adjusting the capture process and related capture software settings as
required to achieve optimal image capture. Our NxGen™ digital imaging process
includes proprietary Adaptive Threshold Technology ™ that allow us to
programmatically adjust the threshold, tonality and contrast of images such that we can
achieve the highest possible readability and quality level. During the capture process a
scanning log is created to identify and log any concerns or quality assurance issues that
might arise
Data Profiling
After images are captured ImageBASE, LLC uses proprietary software and processes for
post-processing all files. During this process virtually every imaged file is QC'ed by a
trained QC operator. It is during the profiling stage that any additional image
enhancement such as final cropping, deskewing, rotation or other image enhancement
QC processes are completed.
It is also at this stage that other QC data is verified such as index information including
date recorded, book and page or reception number and number of document pages. This
information will later be verified and correlated against the index data to identify any
possible errors in indexing.
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1-6.2 Other Quality Control Processes
Source Data Security
ImageBASE, LLC employs the following procedures to provide the maximum physical
security for client source files:
y Check-in/Check-Out Log Procedures and Reporting.
y ImageBASE, LLC maintains a secured production area.
y ImageBASE, LLC maintains a current Disaster Recovery Plan.
Virtual File Security
ImageBASE, LLC employs the following hardware design and data backup processes to
provide minimum risk associated with loss of digital data:
y Secure Redundant Deployment of RAID V server configuration.
y Secure Password Protection of all Networked Data.
y Routine backup procedures for pre and post processed data.
y Backed up digital data maintained as specified by the contract.
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Confidential Information Security
ImageBASE, LLC employs the following procedures to provide maximum security for
confidential customer information:
~ Diligent employee screening.
~ Use of signed non-disclosure agreements.
~ Hard copy output generated for any reason can be placed in a sensitive waste
container and shredded at regular intervals.
~ Database information in process is password protected at Server levels.
1-7. Project Status Reporting
ImageBASE, LLC monitors project progress using a number of management tools and
reporting techniques.
Periodic Status Report.
The Status report is intended to inform the client of project status, milestones achieved,
report concerns or issues and identify problem resolutions.
Project Plan Update.
Each week, the project plan is updated with actual time spent and the estimate to
complete by task is updated based on input from the team members. Any significant
changes or modifications required during the course of the project will be communicated
and approved by the County.
Deliverable Acceptance.
As deliverables are completed, they are submitted to the client for written acceptance.
The Project Manager provides the acceptance on all interim deliverables that together
make up a large enough activity for the client to approve. A Letter of Transmittal will
accompany all delivery of original materials and images as they are delivered.
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II. Cost Proposal
The following pricing is based on the assumption that there are approximately 600,000 to
650,000 images that need to be captured as Phase I and Phase II of the project.
While ImageBASE, LLC has not been retained to provide an exhaustive
inventory of the materials, it is our understanding that there are
approximately 225 hard copy books, both bound and unbound, that have
been identified for capture. From these books it is understood that there are
approximately 91,213 pages that will be captured. This number has been
taken from the spreadsheet provided by the county and it may be increased
when the books are actually captured. (There are known to be additional
books, such as Grantor and Grantee index books that are not included in
this inventory.)
There are also an estimated 201,361 images in the Aperture Cards that have
been identified for capture. This number is derived from the experience we
have in the capture of the first 67,000 Aperture cards.
The next category is the microfiche and we have estimated that there are
approximately 290,045 images that have been identified for capture. This
number is also derived from the experience we have developed from the
work that has been accomplished to date.
The final category is the Survey Plats that have been identified by Jan Platt
in the Engineering Department. It is estimated that there will be
approximately 550 survey plats that are on "0" size sheets of Mylar. (The
indexing for the survey plats will include only the reception or survey
number.) All of the above materials will be shipped to and captured in the
ImageBASE, LLC offices.
This pricing includes the standard indexing that includes Book, Page,
Reception Number and Reception Date. (Additional indexing is available at
an additional charge.)
We all recognize that there may be variations in the actual volumes to be
converted and invoicing will be based on the actual number of images
converted which may be more or less than these estimates. Approval from
the County will be obtained prior to capturing more than the number of
images stated below. The following per page prices will be valid for volumes
exceeding 500,000 pages. Images will be delivered in the same format as
has been done for past projects for the county.
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11-1.1. Scanning/Imaging Costs for Phase I
TASK DESCRIPTION APPROXIMATE PER IMAGE TOTAL
PAGE VOLUME RATE COST
Convert book
1 images to digital 92,213 images Rate = $0.180 $16,598
format
Convert microfiche
2 images to digital 290,045 images Rate = $0.150 $43,507
format
Total $60,105
11-1.2 Other Costs
The following are the estimated miscellaneous costs associated with the Eagle
County proposal. The County has the option of having the books converted on
site at an additional charge. This charge consists of a setup fee of $1,000 per
capture station and a per diem fee of $100 per operator for the duration of the on
site capture. We estimate that the 225 books will require at least 12 days or $1,200.
The alterative solution that the County has opted for is to have the books delivered
to and capture work accomplished in the ImageBASE, LLC offices.
All costs are estimated and will be billed upon actual usage as indicated. Estimates
will not be exceeded without written County approval.
On-Site conversion of books will be billed at $1000.00
Travel and set-up fee plus $100 per day per operator $ 2,200.00
and
Shipping at $250 per trip
Estimate three trips. $ 750.00
and
Portable hard disc drives used as delivery media estimated
to be three discs at $250 each $ 750.00
11-2 Payment Terms
Standard payment terms are as follows:
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1. All Transportation and Setup fees are invoiced at the start of the project.
2. Milestone billing will be invoiced at the conclusion of each month to include all
images processed during the month, along with any applicable per diem, shipping
or other costs incurred during that month. All invoices are net 30. A late payment
fee and interest of 1.5% per month will apply to any late payments.
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III. References
111-1 Proposal References
As noted in the Corporate Overview Section 1-2 of this proposal, ImageBASE, LLC has
converted large volumes of data for County Governments, Clerk and Recorders,
Assessors and planning departments, as well as many corporate clients such as title
companies.
Listed below are several references relevant to Eagle County.
Reference 1 : La Plata County Project
Linda Daley
La Plata County Clerk and Recorder
(970) 382-6297
Phase 1
On-site Conversion of Bound Books. Books include land and
recorded documents, and indexes, dating back to mid-1800's.
NxGen ™ system used to digitally image over 1,400 books and over
800,000 pages without unbinding books. Total image conversion is
940,000 pages with indexing.
Phase 2
Off-site conversion of microfiche, 16 & 35mm microfilm and aperture
cards. Conversion of over 1,500,000 pages plus indexing. Due to
poor quality of film approximately 15% requires use of NxGen ™
system and Adaptive Thresholding Technology™to restore quality
of digital images.
Phase 3
Off-site conversion of approximately 150,000 assessor and map
cards for the County Assessor. Images were indexed and loaded to
the county assessor's system.
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Reference 2: Routt County Project
Kay Weinland
Routt County Clerk & Recorder
970.870.5416
Phase 1
Restoration of approximately 300,000 pages of poorly filmed
microfiche and 16mm microfilm. Lason, a respected national
conversion service bureau, previously attempted this conversion
project. However due in pari to the extremely poor quality of the film
and fiche, Lason was unable to con veri to a quality digital product.
ImageBASE, LLC is using the NxGen ™ system and Adaptive
Thresholding TechnologyTM to overcome the illumination, tonality
and contrast problems of the film to produce extremely high quality
digital output despite the less than optimal source film.
Phase 2
Off-site conversion of bound books and aperiure cards, along with
implementation of ImageBASE, LLC's proprietary ImageBASE ™
document management system.
Reference 3: Park County Project
Debra Green
Park County Clerk & Recorder
(719) 836-4333
Off-site Conversion of Bound Books and Microfiche. Also, reverse
conversion of digital data to microfilm.
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Reference 4: North American Title of Colorado
Leo Hebert
VP & General Manager
Chancery Title
3950 Lewiston St, Ste 100
Aurora, CO 80011
(303) 423-8305
Conversion of over 12 million pages of paper and film background
files for seven counties. Included 150-seat implementation of
ImageBASE, LLC's proprietary ImageBASE ™ document
management system.
Reference 5: Title Records, LLC
Starr Sierra
Production Manager
730 Union Blvd., Suite 149
Golden, CO 80401
(303) 445-6800 Ext 3
Conversion of over 2.4 million pages of microfilm for Denver City and
County.
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IV. Quality Assurance I Quality Control
IV- 1. Quality Control (QC) and Quality Assurance (QA) Process
The QC process begins with the receipt of material that is to be captured in digital
form. Each reel of film or batch of microfiche or folder of paper is logged in to a
control spreadsheet or database. The date of receipt and the condition of the
materials are determined in preparation for the flow of material through the
capture system.
ImageBASE, LLC has a simple philosophy: "Do it right the first time." We attempt
to process all material so that there is literally no rework. This means that all
material have to be very closely monitored or attended by the personnel
responsible for the capture of the data from each piece of media.
In addition to the date of receipt, we begin by recording any information contained
on the media such as the beginning and ending Book Numbers and/or Reception
Numbers. This information will be used to assist with the control and
measurement of the media as it flows through the capture process. The condition
of the media is also analyzed as it is received to determine the best process for
capture of the information.
All specifications for the processing are agreed upon prior to beginning the
capture process, however, it is at the point of receipt that an operator reviews
every reel, book or folder. The expectation for processing the item is determined
from this initial review and will be followed throughout the capture process.
Condition of the original film will determine the process is to be followed. In
reality, much of the film that has been generated is less than perfect and most film
needs to be processed with a concern to generate the best possible image from a
less than prefect film image.
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All images are then processed through our unique Adaptive Thresholding
TechnologyTM (A TT) and the results of this process are again recorded as part of
the QA process. This process includes the development of threshold values
based on the images captured from each reel, card or book rather than using an
arbitrary or averaged value. Sections of each image are adjusted using a
proprietary neutral network application, where unique values are developed from
the actual images that are being processed. Each of the sections within the frame
are adjusted rather than applying an adjustment value to the entire frame. This
process by section is necessary because some portions of each frame may vary
greatly from other portions of the same frame. The illumination of the frame may
vary greatly from top to bottom. The size of the sections used is determined by
reviewing the overall quality of the images that have been captured. The number
of frames processed is again compared to the number of frames available for
processing to insure that no frames are inadvertently left out of the process.
Again, the numbers of frames or pages that have been captured are recorded and
this metric becomes part of the flow control for the project.
The next process within the flow is to perform different operations on the images.
The extent of these operations will depend of the media that is being captured.
Examples of the processes involved include conversion from 24 bit images to 8 bit
images, cropping, deskewing, etc. and once again the number of frames
processed is again compared to the number of frames available for processing to
insure that no frames are inadvertently left out of the process.
The type of image being captured will be a "page" (from a recorded document)
and each of these pages will be processed through our Document Profiling
System. A trained operator using a system designed specifically to process Book
and Page and/or Reception Number documents processes each directory of
images captured from a reel of film. The operator has the ability to remove (but
not discard) the unwanted images, such as date cards and targets, that are then
placed into a subdirectory, from where they can be retrieved if needed in the
future.
The software gives the operator the ability to enter the initial recording date and
the ability to change the date as the recording date changes on the card or reel of
film. The book number is also entered along with the initial page number. The
book number is considered a constant and will only be changed if multiple books
are contained on a reel of film. The page number is automatically incremented
(so the operator does not have to key each page number) however; the operator
visually confirms each page number. If a page or a page number is missing from
the images, the operator may create a "placeholder" image with the correct page
number and then enter the correct page number for the subsequent image and
continue through the reel. If reception numbers are available, the operator enters
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the first reception number for the first document and then the system increments
the reception number as each new document is presented.
If a reception number is missing from the images, the operator may create a
"placeholder" image with the correct reception number and then enter the correct
reception number for the subsequent image and continue through the reel. The
operator also determines when the image is the first or last image in a document.
This is a very ergonomic process that allows the operator to use a single
keystroke to indicate the beginning of a document. At the conclusion of the reel,
the index that has been generated along with the corresponding images are
processed through a program, which indicates where page numbers and/or
reception numbers are not consecutive. The operator can then verify that the
pages or documents are indeed not part of the files that have been captured and
record in the log the status of the images. This log file is saved as an integral part
of the directory for each reel of film.
The files containing the documents may then be processed through a system that
automatically creates multi page TIFF files using the "page" information that was
generated as part of the Profiling process. The system accounts for each page
that is combined as part of the multipage file and reporting is provided on the
number of documents that result from the total number of pages that were
processed.
The final process matches the index information that has been captured from the
film to the images that were also captured from film. There will be three general
categories, which result from this matching process. The first will be when an
index entry matches a document entry. This is considered to be the most
successful and intended result and the matching will be based on the Book and
Page number from the index and the document OR the reception number for the
index and the document.
The second will be the index entries that do not match any documents captured
from the film. The third will be the document images that do not match to a
corresponding index entry. The latter two categories will be isolated and reported
to the County for resolution. All three categories, with their respective file names
as defined in the contract, will be cut to disc for delivery to the County. The QA
database will be updated to account for each of the images as they are recorded
on the discs.
Additional validation tools will be developed to ensure accuracy of the index
information. Intelligent parsers will match name entries, validated book and page
entries, compare and validate spelling in grantor grantee names, etc.
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ImageBASE, LLC will process all of the information to a temporary archive that will
contain ALL digital information that has been provided to the County. This archive
will be the last update for the QC database and it will be used to verify all data
that is provided to the County. This archive may be destroyed after the County
has accepted all of the information.
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v. NxGen™ Digital Imaging Process
VIII-1. NxGen ™ Technology
The NxGen ™ technology is a process combining state-of-the-art image
sensing devices with ImageBASE, LLC proprietary software and the latest in
imaging processing and character recognition algorithms.
Digital Imaging Hardware
Digital document capture is only as good as the source material (film, fiche
etc.) that is being scanned. Likewise, the quality with which a final digital
document can be produced is dependent on the quality of the digital image
that is made available to the conversion process. ImageBASE, LLC has
expended considerable effort and resources in the development of the
NxGen ™ Digital Imaging Technology in order to assure that all the
information stored photographically is imaged into digital form for subsequent
image/document processing.
The NxGen ™ imaging devices, developed and manufactured by ImageBASE,
LLC, utilize two-dimensional image sensors capable of capturing a complete
document in a single shot. This approach provides numerous advantages
over conventional document scanners that are typically based on one-
dimensional image sensors (fifteen year old technology):
? Dramatically improved signal to noise ratios
Intermediate document modalities (film, fiche etc.) typically cover a wide
gamut of quality, and condition. Quality factors are exposure level,
exposure uniformity and contrast. Condition factors are scratching,
smudging and flaking emulsion. Capturing all the information stored on a
photographic medium requires a sensor system with a wide dynamic range
and a low noise level (to reliably extract image from the dark or heavily
exposed regions).
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Many commercial scanners suffer from noise (or pick up) in the low light
level environment. This condition may be due either to the engineering
implementation of the imaging subsystem of the scanner or from the
inherent nature of the sensors involved.
NxGen ™ technology leverages the extensive amount of Research and
Development effort that has been applied to the current generation of CCD
and CMOS image sensors to achieve dramatically improved noise levels in
the low light level environment. A key aspect of this improvement is the
"on-board" electronics that have been designed into the image sensor
chips. This technology typically involves preamplifier circuitry and analog
to digital conversion on-chip so that all of the sensitive signal processing is
done before information reaches the noisy environment of the printed
circuit card.
~ High speed data transfer
The image sensors used in NxGen ™ technology employ the "Fire Wire"
(I EEE 1394) interface. This approach provides higher speed data transfer,
simpler interface hardware, longer cable runs, and simpler software than
the much older SCSI interface that has traditionally been the interface of
choice for scanners.
~ True grayscale and color capability
The linearity, dynamic range and color capability of the 2-dimensional image
sensors used in NxGen ™ Technology provides true 8-bit (from a 10-bit ND
conversion on the sensor) grayscale and 24-bit color operation. This is
contrasted to conventional commercial scanners which frequently provide no
gray scale access or are often labeled as gray scale scanners but in reality
provide a histogram-skewed gray.
The access to a true grayscale is extremely important when attempting to
convert scans of sub-optimal quality images to the CCITT Group IV file format.
Color capability is of minimal utility for filmed documents but can provide
significantly enhanced image information capture in applications such as first
generation digitizing of ledger books, plats etc.
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~ Developed and maintained in-house
The NxGen ™ Technology has been developed and implemented
exclusively at ImageBASE, LLC. As such, the technology has been
targeted specifically for the conversion of documents typical of the County
Clerk environment. In addition, the maintenance aspects of the
Technology are also handled in-house. This eliminates the delay involved
in field service calls and spares acquisition.
~ No "Black Boxes"
Since the hardware and ca ptu re software have been developed at
ImageBASE, LLC, there are no "Black Box" aspects of the implementation
and/or operation to be dealt with. All functions and features and their
operation are fully understood and maintained locally.
~ Rapid Customization
Given the wide range of image quality, condition and content of typical filmed
document material, it is frequently desirable (perhaps necessary) to modify or
tune the operation of the capture device to optimize the digitization of a
particular document or family of documents. Since the hardware and software
design and implementation are supported in-house, customization and new
feature generation can be achieved rapidly.
~ Image Processing Software
Extracting information from a digital image is a complex task. ImageBASE,
LLC follows the developments in image processing and document extraction in
order to provide the customer with currently the best possible rendering of the
information that has been on the photographic medium.
~ Image Enhancement
Image information stored on a photographic medium is frequently buried in
blur or poor focus is often contained in density regions that are not conducive
to readability or ICRlGCR operations. Applications of intelligent, region
dependent contrast enhancement and level shifting, and sharpening (unsharp
mask, edge enhancement and specific modification kernels) cast the digital
image into a more readable or processable form.
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~ Adaptive Thresholding TechnologyTM
The conversion of a gray scale scan to a bitonal CCITT Group IV format
involves the discarding of a large volume of information that had been stored
on the photographic medium. The objective of a good conversion is to discard
the information that is irrelevant to the document and to convert in a very
readable fashion the relevant information. Typically, this process is performed
by choosing a threshold in the gray scale and mapping all values above the
threshold to white and all values below the threshold to black. The success of
this process is predicated on the assumption that the original paper document
was uniformly illuminated when it was filmed and that there are not extremes
in the density of the information printed on the original document.
These assumptions are frequently not met and, as a result, the consequent
CCITT Group IV document does not exhibit the readability that is desired by
the customer and users. A proprietary element of the NxGen ™
implementation is Adaptive Thresholding TechnologyTM, This technology
makes use of the latest in Neural Networks and Fuzzy Logic to compensate
poor image quality resulting from poor or non uniform illumination during the
filming and for variations in the density and color of information in the original
document. Adaptive Thresholding Technology ™ therefore produces
documents of improved readability and leads to better success in subsequent
ICR/OCR operations.
~ Targeted OCR and ICR
Some document conversion activities associated with County records require
the conversion of the digital image information to a machine-readable alpha
format. A typical case is the information contained in the Real estate
transactions index where layouts are well defined and fonts, point sizes and
character sets are limited. In this case general-purpose character recognition
is saddled with unnecessary overhead and typically results in unacceptably
high error rates. However, if a character recognition process is tuned to the
layout, font, font point size and font character set, markedly higher recognition
rates can be achieved. If, in addition, knowledge about the information
content (dictionaries, name dictionaries, date fields, redundancies etc.) is
known even more improvement in recognition rates can be realized.
NxGen ™ technology accesses a range of recognition technologies through
source code, APls and SDKs to target recognition algorithms to the specific
types and ranges of customer source material. Following conversion,
databases and fuzzy logic enhanced search and matching routines are
employed to build the indexes needed for managing large volume of
associated document images.
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Acceptance Form
Proiect Acceptance:
ACCEPTED for Eagle County Clerk & ACCEPTED for ImageBASE, LLC
Recorder Office By:
By:
Date: ,2005 Date: May 11,2005
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Corifittential
