Digitization of Historical Documents Services

The Vendor is required to provide for the digitization of historical documents. 
- Coordinating will need to take place with each department head.
- Each document will be scanned as its own unique PDF document. 
- Electronic files will be delivered on separate external hard drives per department.
- All original items are to be returned to the Town with the delivery of the external hard drive.
- Files should be catalogued by Record Book Volume, Year, and Page Number.
- Books are bound with rod and clasp bindings and should be able to be returned to prescanned conditions after scanning.
- Index cards should be stacked in alphabetical order and boxed after scanning.
- The library’s newspaper collection on microfilm from approximately the years 1920 to 1997 of the weekly newspaper, the town Record consists of 53 rolls of 35 mm microfilm with an estimated 1,000 images per roll.
- Newspapers: The collection to be microfilmed consists of the years 1998-2021 of the weekly newspaper, the town Record.
- The approximate total number of pages is 34,260 (average of 28 pages per week). All print content should be captured on 35 mm microfilm and passed on to town Library regardless of content.
- For each newspaper page
•    Page image in two raster formats
•    Grayscale, scanned for maximum resolution possible between 300-400 dpi, relative to the original material uncompressed TIFF 6.0.
•    Same image, compressed as JPEG2000
•    OCR text and associated bounding boxes for words, 1 file per page image
•    PDF Image with Hidden Text, i.e., with text and image correlate
•    Structural metadata to relate pages to title, date, and edition, to sequence pages within issue or section; and to identify associated image and OCR files, and
•    Technical metadata to support the functions of a trusted repository
- Digital reproductions should be made from a preservation copy of microfilm, a clean second-generation duplicate silver negative.
- Two-up film should be split so that there is one page image per file.
- Capture additional scanning resolution targets, i.e., 35mm Grayscale Preservation Microfilm Target or Standard Format Film Target, (2 images per reel--target as specified by LC) at the start of each session, to monitor scan quality. These scan target images should be delivered with microfilm target images and page images and identified in reel metadata.
- The project has a budget of $60,000.00.

- Questions/Inquires Deadline: December 30, 2025