Microfiche Digital Images Services

The Vendor is required to provide professional services to convert approximately 381,150 microfiche images to digital images for use in the city quests imaging system.
- The city currently keeps microfiche records pertaining to permits, plans, subdivision maps, and variances.
- Microfiche records are currently stored at city Hall and the city desires to digitize its existing microfiche records into an industry standard digital format, in order to reduce the physical storage needs and create an easy to use, fully searchable, high quality digital archive.
- The digitized files must be stored and organized such that city staff can easily access and navigate files within quests, the city’s current document management system, with minimal training and oversight.
- Records Management:
• Provide a filing/indexing process that ensures consistent formatting and file naming conventions.
• Provide a process for importing and integrating data with quests so that all files are searchable using existing functionality.
• Provide a process for automatic capture and indexing in addition to processes for manual indexing.
• Proposer will generate an electronic structured file (e.g., CSV, XML) that contains the document index/metadata for each scanned document. The contents must accurately reference the appropriate imaged document.
• Proposer will apply optical character recognition (OCR) software against the stored image documents to support full text search.
• Proposer will deliver images and data in coordination with the city’s Information Technology staff via FTP or other city-approved method of delivery for direct upload into quests.
- Services:
• Digital conversion of approximately 381,150 microfiche images.
• Creation of a standard index compatible with the city’s current document repository.
- Provide handling instructions and procedures that safeguard the highest quality control and security of all microfiche to be digitized.
- Proposer will ensure all digitized documents are de-skewed and have proper top-to- bottom orientation.
- Contract Period/Term: 6 Months
- Questions/Inquires Deadline: March 14, 2025