Records Management Services

The Vendor is required to provide records management services on an as-needed basis.
- Services will include all the labor, storage facilities, utilities, equipment, vehicles, transportation, supplies, software, inventory cataloging and tracking, and forms necessary to transport and maintain confidential storage, control, and accurate accountability of documents.
- Records management services categories:
1. Physical record storage:
•    Physical records storage services include the secure off-site storage and management of physical records in controlled facilities designed to protect against environmental damage, unauthorized access, and loss. 
•    Services can encompass barcoding, indexing, inventory tracking, and chain-of-custody documentation to ensure accountability, retrieval, pickup, and delivery services, as well as long-term archival storage and disaster recovery protection.
2. Vault storage – special:
A. Transportation
•    Provide vehicles that are air conditioned in the cargo compartment to maintain a temperature between 65o f (18o c) and 75o f (24o c).
B. Storage methods and temperature requirements 
•    Documents must be stored on shelves, on racks or in storage cabinets made of non-corrosive materials. 
•    Storage temperature must be less than 70o f, ideally 65o f. 
•    Relative humidity must not exceed 40%, and must be kept within a range of 20% to 30%. 
•    Fluctuations in temperature and humidity must not exceed 5% in a 24-hour period.
3. Document scanning: 
•    Document scanning services provide high-volume conversion of physical records into digital formats to support accessibility, preservation, and workflow efficiency. 
•    Services can include document preparation, scanning, optical character recognition (OCR), metadata indexing, quality control review, and secure electronic file delivery. 
•    Large-format documents, plans, and specialized media may also be digitized.
4. Records destruction: 
•    Records destruction services provide secure and destruction of physical documents and electronic records at the end of their retention period. 
•    Services may include on-site or off-site shredding, secure transportation, certified destruction processes, and environmentally responsible disposal or recycling. 
•    Documentation such as certificates of destruction and detailed audit records must be provided to ensure compliance with applicable privacy, confidentiality, and regulatory requirements, when required by the county.