Scanning and Digitalization Services

The vendor is required to provide scanning and digitalization services for the county of commissioner meeting minutes that are capable of being indexed by the meeting date.
- Requirements
1. Books to be scanned and digitalized:
• Book composition
2. Specifications of boc minute books
• Books dimensions are generally 10.5” x 16” x 3”.
• Deed books are comprised of both bound and rod and pin system books
3. Required scanning equipment
• The scanner will need to be able to scan 11” x 17” size paper
4. Indexing
• Digitalized documents shall be indexed by the board of commissioner meeting date
5. File format
• Images shall be .tiff format
• Images must be able to be converted to pdf from the .tiff format
• Images shall be compatible with microsoft office
• Images shall be able to be utilized on all mobile platforms
• Images shall have a minimum resolution of 300 dpi
• Images shall be bitonal
• Image shall have group iv compression
6. File editing
• Images shall be despeckled
• Image text shall be black ink with the image having a white background
7. Software requirements
• Images must be able to be posted on the county’s website.
8. Redactions
• Shall be reviewed and approved by the register of deeds.
▪ Social security numbers
▪ Driver license numbers
▪ Military discharges
▪ Other: numbers that may appear to be a personally identifiable number.
9. Schedule
• Scanning shall occur on the county historic courthouse premises Monday-Friday, 8:30am to 5:00pm excluding county holidays and for days which county offices are closed.
- Mandatory Pre-Proposal Meeting Date: July 02, 2025
- Questions/Inquires Deadline: July 09, 2025