6.18.1.3  Additional Measures for Evaluation

In addition to the above protocols, additional measures should be implemented during the evaluation stage.

•  A separate and dedicated space(s) will be made available for the evaluation process ("evaluation offices");

•  All evaluation related activity will take place in the evaluation offices;

•  All Evaluation Team meetings will take place at the evaluation offices;

•  No one other than the evaluation Chairs and the Project Manager will have the keys or electronic key cards to the evaluation offices;

•  Keys will not be made available to cleaning or security staff during the evaluation;

•  Only those individuals involved in the evaluation process will be permitted to enter the evaluation offices;

•  Each Evaluation Team member must sign in and out of the office;

•  All evaluation material (including electronic material) will remain in the evaluation office and be stored in locked cabinets at the end of each day;

•  Only the designated administrative assistant(s) and Project Manager will have the keys to the cabinets where evaluation materials are stored;

•  Electronic materials will only be saved on computers made available to the evaluation teams in the evaluation office;

•  Once the evaluation is complete, one copy of all evaluation files will be saved on CD-ROM or DVD-ROM disks;

•  The hard drives of the computers and any back-up disks will be formatted;

•  Each copy of submissions will be numbered and tracked via the document log;

•  The administrative assistant(s) will be responsible for monitoring all movement of submission documents; and

•  Formal checklists and supporting working papers will be filed and stored in the evaluation office.