Document Scanning Services

The Vendor is required to provide scanning and indexing of all records and documents submitted by the district for conversion into a digital format (tiff unless noted) to be stored in the district’s paper vision retrieval system.
- Document types could include:
• Student documents
• Special education documents
• HR documents
• Students and employees health and benefits
• Payroll documents
• Accounting documents
• Contracts documents
• Other format documents to be determined
- The scanned documents must be made searchable by various criteria and clearly legible. 
- Indexing requirements pending on document type can comprise of searchable criteria that may include, but not limited to, the following:
• Student id
• First name
• Last name
• DOB
• Schoolyear
• School site
• Teacher’s name
• Employee id
• Other TBD indexes
- Image quality:
• All data must be preserved in a form identical to, or functionally equal to, the original record.
• Documents shall be rotated to provide maximum readability (e.g. letters shall be in the proper orientation when the document is displayed without rotation).
- Document preparation:
• Prepare all documents for the scanning process by removing any staples and paperclips, repair all torn documents with non-reflective tape, iron any folded plans and mount any irregular size memorandum on standard 8 ½” x 11” paper and otherwise make the documents ready for processing.
• All pages of the student permanent file must be included in the student record scanning process. 
• The file can be cut. 
• Once each file is complete, it should be attached in a manner they can be separated if needed.
- Multipage documents:
• A document may consist of one or many pages. 
• If the document has more than one page this document must be scanned as a multipage document.
- Microfilming requirements
• Responsible at his sole cost and expense for insuring clear and legible original silver copies of microfilm rolls.
• All 16mm microfilming will require one (1) silver roll of film. 
• Use 100 foot rolls of silver, thin based film (gelatin type on polyester base), 5 mil thickness, for original copy
• All 16mm microfilm will have sequential numbering and a single medium level blip.
• Prepare all documents prior to microfilming and 16mm microfilm shall contain beginning and ending targets. 
• The reduction ratio required for 16mm is 32:1.
• Required to prepare all documents before scanning/microfilming by removing staples, clips, and repairing torn documents and ironing folded plans.
- Film processing: the roll film shall be processed in a manner prescribed by the American standard institute (ANSI/AIIM ms-23) for photography (film) and will not exceed 0.14 micrograms per square centimeter or residual thiosulfate concentrate for maximum archival quality.
- After completion of the microfilming, each original silver roll of film shall be inspected by the contractor to insure completeness, cleanliness, legibility of every image and to insure density requirements have been met.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 12, 2025