Document Scanning Services

The Vendor is required to provide will involve the preparation and scanning of documents and the supply of high-quality digital images within specified timescales.
- The minimum monthly scanning volume shall be 75,000 images, and billing will be monthly based on completed and accepted work.
- Records may be scanned using flatbed/sheet-fed scanner.
- The choice of the scanner depends completely on the condition of the document.
- In case the document is torn and/or dilapidated cannot be fed in the sheet feeder, then a flatbed scanner must be used.
- Pages for scanning may be single-sided or double-sided; while scanning, the sheet has to be fed in a straight position to avoid folds being generated; in the flatbed scanner, the document has to be laid flat on the glass, smoothened and scanned to avoid bulging.
- Quality check (QC) after scanning is of utmost importance.
• Images clearing this QC will lead to movement of documents to metadata phase.
• The vendor must check that no page has been scanned twice.
• Payment for such extra scanning will not be made to the vendor.
• Must check scanned records for dpi, image quality, format, noise removal etc.
• Must do on screen validation for the percentage of scanned images in the table above per entity and submit the log for QC work done along with QC certificate.
• Must check for the quality of the image.
• The image must not have been captured under improper lighting.
• The image must not be cropped from any side.  
• The orientation of the image must be upright if the original document is sideways or upside down, adjust orientation when scanning to ensure the scanned image is upright and easily readable.
• The image must be in correct color mode.
• The color is consistent with all the images and not patchy.
• The image must not be skewed or blurred.
• There must be no missing pages.
• The image must not have excessive noise.
• There must not be any data loss due to folds.
• There must not be any data loss due to tight binding and bulge at the center
• There must not be extra darkness at the edges.
• There must not be unwanted black vertical lines on the scanned images.
• When printed, documents must be legible.
- Removal and re-stapling of documents
• Removal of stapler pins, clips etc. of only department approved documents (this must not lead to further deterioration of the documents) and the vendor will take guidance from L&S where stapler pins/clips should be removed, even though it may be mentioned on the top sheet by the department.
• The vendor will re-staple the documents after scanning activity is over and return the documents.
- Document collection and handover
• On a daily basis, after completing the quality check of scanned images, all the documents must be handed over to the department in their original condition.
• It is mostly a visual quality check of the records for visibility, readability etc.
• It must be checked that all documents have header sheet attached to them.
• It must also be checked if they are torn or ragged.
• It must be seen that they are dust free.
• It must be checked that all damaged documents have been repaired and scan ready.
- Contract Period/Term: 7 Months
- Pre-Bid and Site Meeting Date: April 07, 2025
- Questions/Inquires Deadline: April 09, 2025