Records Management and Digitization and Archiving Services

The Vendor is required to provide for records management, digitization, and archiving services.
- Physical Storage and existing database inventory created by current outside vendor-ongoing management and destruction/management.
- Only hard copies we want to see will have short retention schedules (no need to digitize) and older/historic media that may be difficult to digitize, although it would be nice to see if we could preserve books/ledgers digitally without destroying the bindings.
- Town would like all employees to be able to access the cloud based secure database to search, retrieve, print, email, redact non-original copies being sent to outside parties, encrypt data/emails.
- Ability to narrow searches, ability to limit documents to a department(s), mark as Public Document or Not a Public Document and limit search results as needed.
- Ability to link cloud database to our town website to allow the public to retrieve documents that have been marked as a Public Document, for public research.
- For the purposes of a quote to the Town, there are approximately 1,700 boxes that may need to be prepped, scanned, and digitized.
- There will be a heavy lift at the beginning of the project, then we will require ongoing support and training to add documents to the digital cloud based database and to “destroy” electronic records that are eligible to be destroyed based in retention schedule.  
- Document types are a mix of paper (8.5” x 11”, 8.5” x 14”, and 11” x 17”), index cards, books, and full-size plans.
- Provide for scanning, digital imaging, and provision of highly secure cloud-based storage, and selective destruction of approximately 3,500,000 documents.

- Contract Period/Term: 2 years