Scanning and Digitization Services

The Vendor is required to provide scanning and digitization services for scanning and naming, and phase three creates indices for reference throughout the project and for end users once the documents are digitized.
- Standards:
•    File type single or multi-page – pdf, tiff, or jpeg 
•    Duplex scan documents to capture both front and back of document where needed. 
•    Images must be oriented correctly for viewing and blank pages must be removed from the final image. 
•    Image clean-up: the scanned document should be de-skewed and de-speckled, blank pages and black borders removed and background suppression where the image will be enhanced by such processes. 
•    Manual image quality adjustment and QA of every image for clarity, quality, cutoffs, or compression errors. 
•    Documents indexed up to fifteen (15) fields. 
•    Indexing sources may include scan sheets, file folders, and image verification. 
•    All scan dimensions must be the same size as the original document.
- Scanning process
•    Provide a test run prior to commencing project. 
•    Test sample size is to be determined. 
•    Project will not continue until city has signed off on quality and job performance of test. 
•    Contractor is to enhance any “low quality” images that are determined, by the contractor, to have enough quality to produce a readable digital image. 
•    Contractor to add an image stating “poor quality original” to any image that contains unreadable text or graphics. 
•    Stamp is only to be used after 2 scan attempts to improve quality and is not to be used as a substitute for thorough and accurate scanning. 
•    If this is necessary, the contractor must relay this to the city.
- Delivery of images
•    Delivered images will be in a format that can be imported directly into an ftp process, including any indexing, metadata, and OCR text. 
•    The documents should require no post processing by the city other than the importing of data. 
•    Deliver images in agreed upon format and within agreed upon timelines after each batch of scanning is complete. 
•    Provide report of documents scanned.