Scanning Digitizing and Secure Destruction of Hard Copy City Records Services

The vendor required to provide scanning, digitizing and secure destruction of hard-copy city records to convert physical paper records into digital formats for improved storage, retrieval, and preservation, while ensuring compliance with state public records laws and secure destruction of original materials.
- Requirement
1. Records assessment
•    Review and catalog existing hard-copy records identified by the city.
•    Identify record series requiring special handling (e.g., confidential, legal, or historical).
•    Confirm estimated quantities (boxes, pages, or linear feet) and recommend sequencing by department or record type.
2. Scanning and digitization
•    Digitize all designated records in a high-quality format (minimum 300 dpi, searchable pdf or as otherwise agreed).
•    Utilize optical character recognition (OCR) to create searchable text within digital files.
•    Index all digital files per city-defined naming convention.
•    Conduct quality assurance for clarity, completeness, and correct indexing.
•    Deliver digital copies on encrypted USB drives or via secure cloud-based transfer approved by the city.
•    Provide a complete electronic index (excel or csv) listing file name, record types, and date ranges.
3. Secure destruction
•    Provide certified, confidential destruction of original records after successful digitization and written city approval.
•    Comply with all applicable confidentiality laws during destruction.
•    Provide a certificate of destruction for all materials destroyed.
•    Maintain a documented chain of custody throughout handling, transport, and destruction.
4. Compliance and security
•    Adhere to all applicable state records retention laws and relevant federal requirements.
•    Ensure all personnel are background-checked and trained in confidentiality procedures.
•    Comply with data security best practices.
•    All scanned data and physical records remain property of the city.
5. Project management and timeline
•    Project management plan outlining workflow, milestones, and staffing.
•    Assign a dedicated project manager as the primary contact.
•    Provide biweekly progress reports on milestones, challenges, and completion status.
•    Ensure all deliverables are completed within agreed deadlines.
6 Optional services
•    Vendors may propose additional services such as document preparation, historical document imaging, or records management integration.

- Questions/Inquires Deadline: November 17, 2025