Document Imaging and Book Scanning Solution

The Vendor is required to provide an imaging and scanning solution for the register of deeds legacy records and documents.
- Acquire a document imaging service meeting the parameters, conditions, and mandatory requirements in this document.
- Establish contract pricing for maintenance, support and professional service hours with the vendor that has the best proven “track-record” in performance, service and customer satisfaction.
- Acquire a document imaging service with the most advantageous overall cost to the county.
- On premise document imaging solution for scanning and digitizing approximately 2,600–2,800 legacy books, encompassing all formats described above and dating back to the 1800s.
- All scanning and image processing will be performed on-site at county-designated locations, with careful preservation and sequential handling of all materials
- Deliverables must be OCR-searchable, high quality, properly named and organized, and suitable for direct import into the county’s recording system.
- All project execution—including quality assurance, book tracking, inventory, document grouping, technical processing, and security.
- Services include:
•    All scanning, image processing, and document handling must be performed on-site at the county office or other designated county locations, with workspace (24/7 access, utilities) provided.
•    The vendor must remove books sequentially, track and label shelving for precise book return, and ensure all inventory/forms are accurately completed.
•    All formats (bound, loose, laminated, Photostat, multi-document) must be scanned with originals remaining fully intact and undamaged. 
•    Bound pages use cradles; scanning is always at 300dpi (jpeg for color; grayscale jpeg for Photostats), files sequentially numbered (zero-filled 8-digits) and organized by book type and number.
•    Handwritten/typed pages must also be scanned as color jpeg; Photostats as grayscale jpeg, loose.
•    The vendor is responsible for 100% image inspection immediately after scanning; all errors or poor quality must be corrected and rescanned before leaving. 
•    Quantities must match, and all discrepancies addressed.
•    Jpegs must be converted to single-page, black-and-white tiff images (300dpi, group IV compression); all formats delivered on two (2) encrypted USB hard drives.
•    Maintain an up-to-date inventory/tracking report throughout the project and deliver weekly status updates.
•    Provide a software tool to review/approve poor-quality images, and create a searchable, web-based portal for temporary access to all images (until final import), with robust navigation, export, print, and annotation capability.
•    Automatically enhance images (de skewing, cropping, speckle removal), reverse polarity for Photostat negatives, correct dual polarity, and preserve marginal notations and document detail.
•    Achieve the highest possible OCR recognition rates, store in industry standard file formats, and adjust image contrast or regions as directed for optimal legibility or retrievability.
•    Coordinate pilot image sets (at least 1,000 images per book type and 500 Photostats if present) in the required final format for county sign-off before full project launch.
•    All document grouping, duplication, masking, and naming must be complete and conform to county-defined standards.
•    Inspection, enhancement, grouping, and reporting protocols must be followed as described and all book handling must comply with the county’s specified procedures.
- Technical Standards
•    The system must be on premise.
•    Environment/platforms must be detailed and supported.
•    Solution is installed on the latest Windows version (Windows 2012R2 or newer, 64-bit).
•    Must be compatible with Internet Explorer 11+ or other modern browsers.
•    If not proprietary or internal database: must support latest version of SQL Server (minimum 64-bit 2012).
•    VMware 5.5+ compatibility and manageability through Group Policy required.
•    If thick client, must be deployable via .MSI or similar minimal-configuration method.
•    Vendor must identify any additional database or license needs outside this request and provide an interface diagram and security specifics.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 26, 2025