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Anderson Center for Autism Archive Digitization

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New York, United States
Non-Profit : Charitable
RFP

ACA has spent the past three years digitizing processes and moving data storage and management of records administration for its current charges to electronic solutions. For ACAs current charges' earlier records, and for former charges that are discharged, a very large paper record archive remains. That archive, stored in cardboard file boxes, is both inaccessible for audit or research purposes and susceptible to loss or damage due to fire, water, pests, etc.

ACA requests proposals that will:
Devise a data structure for the archived records.
Digitize the paper record and store within that structure.
Meet the information security requirements of HIPAA/HITECH and FERPA in all stages of the project.
Provide search and retrieval that will support audit requests from oversight agencies (OPWDD, NYSED, OCFC, etc.).
Provide for records purging based on mandated documents retention requirements. Records retention may be over 50 years in some cases.
Identify and, upon written confirmation by ACA, eliminate duplicate records.
Provide for secure destruction of paper record only after written confirmation from Anderson Center for Autism.

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