Document Scanning Services

The vendor is required to provide document scanning of mold and water damaged court records for family court of county commission.
- Also have extensive expertise in handling different types and sizes of paper documents (including microform), digitizing them, indexing the resulting files and securely delivering high quality images for large volume jobs.
- Confidentiality:
• All information in strict confidence
• Vendor shall not disclose, distribute, or disseminate the confidential information of documents in any way to any third party.
• County documents are not accessible to the public nor to anyone that is not directly associated with completing the scanning project.
- Compliance with health and safety regulations
• Constructing a controlled scanning environment to perform the cleaning, preservation and scanning work, and for handling the documents with the minimum disruption possible.
• The scanning area shall be isolated from the remainder of the building and be equipped with HEPA filtration or other infrastructure as defined by the contractor’s hazard management plan to ensure that any environmental hazard that is produced by the work is fully contained and not introduced into the main building ventilation system.
• All documents shall be secured and isolated during transport from the existing storage area to the document scanning area, and proper protocols used to ensure that fugitive contamination is not released to the building or poses potential exposure hazards to county employees during transport and handling.
- Work area containment and safety plan
• The contractor shall conduct an on-site assessment and prepare a remediation plan that includes containment protocols for all documents and the scanning work area, details the use of appropriate PPE, containment measures during handling and transport and cleaning methods, in accordance with appropriate osha and CDC recommendations for mold exposure.
• The contractor shall establish and maintain an isolated work area for all document handling, document preparation, and scanning operations with appropriate ventilation and filtration measures to ensure that any hazardous contaminates disturbed during the work is contained and abated and not introduced into the building ventilation system.
• All existing documents to the minimum extent possible when removing them from the existing shelving for transport to the scanning containment area, containment measures shall be included in the remediation plan to limit the introduction of mold containments into the building ventilation systems and to clean areas that have residual mold following document removal.
- Scanning and digitizing services
1. Regional operations:
• Outsource any part of the process to third parties nor offshore and offsite any task without prior approval of the county’s project manager.
• All scanning work and document storage shall be completed on-site, until approved for final destruction.
2. Document preparation:
• The contractor shall handle, prepare, and clean documents in accordance with appropriate standards to preserve fragile, water-damaged, or contaminated documents for scanning and archival.
• Contractor shall remove staples, binders, and any other mechanical fasteners by marking the boundaries of documents with physical insertion of a header sheet.
3. Scanning:
• Contractor shall scan images in the same order as they are physically batched, regardless of size and weight. 
• Contractor shall ensure that images are of the same or better quality as the original and shall visually inspect all images making quality adjustments as needed. contractor shall de-skew and de-speckle, remove blank pages and black borders and provide background suppression where the image will be enhanced by such processes.
o Document scanning capabilities:
a. Maximum size: 13” (28cm) in width and 17” (43cm) in length
b. Minimum size: 2.5” in (6cm) in width and 2.5” (6cm) in length
c. Maximum thickness: 77 lbs. or 200 g/m2
d. Minimum thickness: 12 lbs. or 45 g/m2
e. Wide format (various sizes up to and including ANSI size e)
o Capacity (personnel and equipment) to accommodate the prep, index, keying and scanning for a minimum of 50,000 documents per day.
o Ability to provide indexing and readable image orientation at a minimum of 300 dpi.
o Ability to automatically feed intermixed documents ranging in sizes as small as 2.5” x 2.5” to as large as 13” x 17” in the same batch.
o Ability to provide single-pass, duplex imaging
o Ability to scan page size 8.5” x 11” with feeding speeds greater than 700 pages per minute with full duplex at 300 dpi without scaling resolution to reduce process integrity variability.
o Ability to scan color and black and white images of wide format documents up to at least Ansi size e.
o Software intelligence that can automatically delete blank documents.
o In-line inkjet numerical document identifier on each image enabling quick and easy retrieval of post-scanned hard copies.
o Ability to perform automated document imaging reports and audits.
o Resolution of scanned images up to 600 dpi.
o Frame and border control and auto cropping on all sizing parameters.
o Ability to detect bends or “dog ears” on all four corners of a document at scan time.
o Automatic contrast control for scanned images.
o Ability to automatically detect double feeds at scan time across the entire width of documents (up to 13” in width.
- Disposal of scanned damaged documents:
• The contractor is responsible for maintaining scanned documents in a sealed and secure condition prior to their disposal.
• Documents shall be kept in an access-controlled location at all times.
• The contractor shall prepare chain of custody documentation throughout the process to protect sensitive legal information and shall transport and destroy the records in accordance with state requirements for records disposal.
• Provide all necessary certifications and chain of custody documentation to the project manager within 24 hours of records disposal.
• The contractor is responsible for decontamination and disposal of any scanning equipment, materials, PPE, etc., as necessary, and provide documentation of proper handling and disposal in accordance with federal, state and local regulations.
- Document inventory includes:
• Digitized copies of scanned documents in agreed-upon format. 
• Log of all files included in each record and a general description chain of custody logs and imaging metadata. 
• Final report summarizing project work, volume scanned, safety protocols followed, and equipment disposition (if applicable).
- Contract Period/Term: 1 year
- Pre-Bid Conference Date: July 17, 2025
- Questions/Inquires Deadline: July 25, 2025