Document Scanning Services

The Vendor is required to provide specializing in document scanning and digitization services.
- The estimated volume of documents that will be imaged is as follows:
•    Town documents - 200 boxes (standard size) -2800 images per box 560,000 estimated images 
•    Town documents - six drawer lateral filing cabinet x 5 - 6000 images and drawer 180,000 estimated images
•    Town documents - 5 drawer lateral filing cabinet x 2 - 6000 images and drawer 60,000 estimated images
•    Town documents - 5 drawer safe filing cabinets x 9-4000 images per drawer 180,000 estimated images 
•    Town plans and maps - 400 large format plans and maps and Mylars
- File folders may contain flat and folded documents of varying sizes and large format drawing and plan sets.
- The document papers vary in thickness and weight. 
- Most are standard-weight paper, suitable for copying and printing.
- Many files are stapled and folded.
- Some files contain color photos.
- Most paper records are in good condition. - Standards
•    Resolution: 150 – 300 dpi
•    File type: single or multi page pdf
•    Scans will be in color
•    Duplex scans as required to capture both front and back of documents
•    Images must be oriented correctly for viewing
•    Clean-up: scanned documents should be de-skewed and de-speckled, blank pages and black borders removed and background suppression where images will be enhanced by such processes
•    Manual review of all images with adjustments as needed for clarity, quality, cutoff or compression errors is required
•    Document indexing: documents will be named according to a convention agreed upon between town and vendor
•    All scan dimensions must be the same size as the original document
•    OCR of all content with guarantee of 99.5% accuracy is required
- Quality control
•    Images are of the same or better quality than the original 
•    All documents are to be scanned in the same order they exist in paper form 
•    All images are accurately labeled and indexed 
•    The final images are to maintain the integrity of the original records which provides an adequate substitute for the original records. 
•    All legible and decipherable content on the original record must be legible and visually decipherable in the final images and when printed at the original scale.
•    Visual inspection of each image, making quality adjustments as needed 
•    Town shall perform a quality check of images and associated indexing. 
•    If town discovers unacceptable images, the vendor will correct all such unacceptable images at vendor’s cost. 
•    Documents will not be destroyed until town has performed a quality check.
- The budget range for this project is $85,000.00 to $125,000.00.