Document Scanning and Digital Conversion Services

The vendor is required to provide for the on-site scanning, indexing, and digital conversion of certain town records, to be identified by the town. 
• Convert existing paper-based property records into organized, high-quality pdf files
• Create structured electronic folders by property address or parcel id, for building department records, to support long-term digital storage and expansion
• Ensure all files are fully compatible with the town’s existing it systems and any software used to access or manage the records, including building department permitting software
• Provide the town with full and unrestricted ownership of all files scanned, with no further licensing, access, or subscription fees
• Treat this project as a one-time, fixed-cost conversion effort (not ongoing services)
• Handle mixed-format documents, including stapled pages, legal-sized sheets, and oversized building plans or maps.
- Requirement
1. On-site scanning and document handling
• Prepare and scan all existing building department property records
• Carefully remove staples, clips, or bindings prior to scanning
• Digitize documents of all sizes, including large-format plans (e.g., architectural drawings, engineering maps)
• Produce clear, searchable pdfs using OCR technology
2. File organization and delivery
• Establish electronic folders for each property using address and parcel id
• File structure must be compatible with the town’s network, record-keeping software, and document management practices
• Deliver finalized files via external hard drive
• Support future additions by maintaining an expandable, clearly organized folder hierarchy
3. Legal compliance and security
• Maintain all records on-site at town hall during the entire scanning process
• Ensure compliance with state public access laws and records retention requirements
• Limit disruption to staff and ensure public access to physical records is preserved throughout the project
• Use own equipment for scanning, not town owned equipment
4. Ownership and licensing
• All scanned files and metadata shall be the sole property of the town of upon delivery
• No ongoing service, hosting, or licensing fees will be accepted as part of this proposal
• This RFP represents a one-time expense only.
- The main documents for this RFP are not available on our website.