Document Imaging and Capture Software Solution

The vendor is required to provide to enter into a contract with a single contractor for a document imaging and capture software solution.
- The objective is to convert evidentiary paper documents to searchable digital documents.
- The software solution must streamline document scanning, optimize file indexing, and ensure secure storage and easy retrieval of digital files.
- Proposal documents and supporting information must be submitted in either English or French.
- The solution must operate scanning devices that use technology without an interesting name (TWAIN) and image and scanner interface specification (ISIS) drivers.
- The solution must allow scanning operators to switch between two scanners in the same scanning job without delay.
- The solution must perform image processing automatically by default, but allow manual adjustments on the following elements:
• Color scanning;
• Grayscale;
• Bi-tonal;
• Auto-deskew;
• Auto cropping;
• Image rotation;
• Image noise removal; and
• Background color dropout.
- The solution must support scanning in 300 dots per inch (dpi) and above.
- The images must be made available for review with no more than a 5-image lag relative to the scanning progress.
- The solution must recognize and record the authorized users definable document attributes and metadata produced from 1- and 2-dimensional bar codes and associate them with a specific document.
• 1-dimensional:
o Code 25;
o Code 39;
o Code 93;
o Code 128;
o EAN 2, 5, 8, and 13;
o Gs1-128; and
o UPC-a and UPC-e.
• 2-dimensional:
o Aztec code;
o Data matrix;
o Pdf417; and
o QR code
- The solution must provide configurable templates to import case-related metadata from the following file types:
• Excel 2016 (or above) spreadsheet (xlsx);
• Comma separated values file (CSV);
• Tab separated values file (TSV); and
• Extensible markup language (xml). - The solution must accept the following delimiters in delimiter-separated file formats:
• Comma (,);
• Semicolon (;); and
• At sign (@).
- The solution must recognize pre-determined separator sheets and identify as separate jobs within a virtual box. e.g., sheets with barcodes named separator sheet could be inserted between physical pages during production phase to identify physical document attributes.
- The solution must allow the authorized users to include or exclude separator sheets at time of exporting documents.
- The solution must allow authorized users to create a configurable endorsement number for each document scanned and communicate it to the scanner.
- The solution must:
• Annotate the electronic version of each scanned image using the same endorsement number as the physical document; and
• The annotation must be configurable to an identified position on the image.
- The solution must allow authorized users to:
• Review and mark for removal any scanned images; and
• Rescan and substitute the marked images.
- The solution must create hierarchical structures (parent-child structures) for scanned images. e.g., a bank statement with associated cheques, as follows:
• Bank statement 1
o Cheque 001
o Cheque 002
o Cheque 003
• Bank statement 2
o Cheque 004
o Cheque 005
- The solution must
• Allow the authorized users to scan sections of a paper larger than a3 (11.69 inches x 16.54 inches);
• Allow the authorized users to digitally stitch together the sections into a single image; and
• Allow the authorized users to review, modify the order of the images, and confirm final image.
- The solution must perform optical character recognition (OCR) functionality in both official languages, English and French.
- The solution must perform OCR on the following file types:
• .pdf;
• .jpeg;
• .tiff; and
• .png.
- The solution must index text that has been identified using OCR.
- The solution must: • Operate on all versions of microsoft windows 11 x64 (64 bit) client operating systems, at a minimum;
• operate on the latest publicly available microsoft defender antivirus (MDAV) and engine versions published by microsoft;
• Operate on microsoft defender for endpoint – endpoint detection and response with:
o Cloud protection is on
o Sample submission is on
o Attack surface reduction is on
o Network protection is on
• Operate on physical and virtual server infrastructure;
• Operate on all versions of microsoft windows server x64 (64 bit) operating systems starting with microsoft windows server 2012 r2 x64 and newer;
• Operate on internet protocol version 4 (ipv4) and internet protocol version (ipv6) networks; and
• Operate on a high latency, low bandwidth wide area network.
- The solution must not require modifications to microsoft windows user account control (UAC) settings to either install or run the software.
- The solution must not require elevated access privileges for normal use (aside from installation).
- The solution must not require access to the public internet to operate.
- The solution must not update automatically.
- The solution must not interfere with the operation of any anti-virus, anti-malware or host intrusion detection systems operating on a host computer.
- The solution must not utilize a licensing mechanism that prevents fully automated software installation.
- The solution must be installed and uninstalled with suppressed automatic reboot.
- The solution must have the capability to print documents such as reports and logs to directly connected universal serial bus (USB) printers and network connected printers.
- The solution must create time stamps from an authoritative time source.
- The solution must include any and all additional software components and licenses required to make the solution operational in the agency, including database management systems (DBMS).
- Contract Period/Term: 1 year