Document Digitization Services

The vendor is required to provide to digitize microfilm and paper records in the town hall vault, and upload priority documents into the town’s Laserfiche digital records repository.
- Provide for several records management, storage and digitization tasks, an important aspect of which will be enabling the public access to such town records.
- Collect all specified files from their current location, and box documents for shipping. Boxes may be collected in multiple batches as needed and mutually agreed.
- Document preparation includes, but is not limited to, straightening folded documents, removal of staples, binder clips or paper clips, removal of documents from binder or file folders and fasteners, or any other type of document retention fastener, repairing tears.
- Part of our document collection contains fragile, historic documents that must be handled in a manner consistent with professional archival standards.
- Maintain a tracking system to allow for retrieval of any document that is in process. Should the municipality need access to a file while it is offsite, the vendor will locate, scan (if not already scanned), and email the file to the municipality within 24 hours (1 business day).
- Digital files will serve as the long term, sustainable copy, and as a surrogate for originals.
- Return physical files after files have been scanned and delivered digitally to and approved by the end recipient. Files will be returned to their original locations as found unless specified otherwise by the Town Clerk.
- Perform a quality check to ensure that post-conversion documents meet acceptable standards to be a complete and accurate representation of the original records.
- Rotate images, delete blanks (from double-sided scanning of single sided pages).
- Process and upload all digitized files to Laserfiche records management system applying town’s naming/indexing standards, and segregating confidential vs. public portal records.

- Contract Period/Term: 1 year
- Pre-Proposal Site Meetings Date: December 3 and December 23, 2025
- Questions/Inquires Deadline: January 5, 2026