Specifications include, but are not limited to: Utilizing a bar-coding system, contracted vendor will create and maintain an inventory list of all current individual inmate files. This currently is at approximately 10,000 boxes and increasing by approximately 200 boxes a month. The inventory list will include specific data as requested by NDOC/OMD and will include offender name, identification number, booking number (if known), and file type. Each inventoried file will be placed into a labeled, catalogued storage box provided by the contracted vendor. As needed, contracted vendor will replace damaged file folders with new folders provided by the contracted vendor. Upon request from OMD, contracted vendor will pick up inmate storage files and move them to the contractor’s off-site storage location to be catalogued and added to the NDOC/ODM inventory database. With advanced notice, contracted vendor’s off-site storage location must be accessible to NDOC/OMD during regular business hours for file audit purposes. Contracted vendor must supply NDOC/OMD with all file numbers and contents. Contracted vendor will be required to retrieve and deliver inmate files to NDOC/OMD at the contractor’s expense upon request within two (2) business days. The contracted vendor will deliver to NDOC, in a mutually agreed upon electronic format, an inventory of all files in its possession. Contracted vendor will perform prompt, accurate data entry of additional files on an on-going basis as requested by OMD, with the method of information transfer to be determined by OMD. As inmates are discharged from their sentence or upon inmate’s death, OMD will notify the contracted vendor which files to move from the vendor’s storage facility to the Nevada State Library and Archives. Contracted vendor must ensure that NDOC files or records in contracted vendor’s possession will not be destroyed. Contracted vendor will notify NDOC/OMD of any damaged files that are beyond restoration and request permission to destroy the damaged files. Once NDOC/OMD gives permission to destroy the damaged files, the contracted vendor will provide the NDOC/OMD with a declaration confirming that the damaged files were appropriately disposed of. The contracted vendor will comply with records retention policies and requirements of the NDOC as outlined by Administrative Regulations, the Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC).
