Digitization of Paper Records Services

The Vendor is required to provide for a supplier to digitize paper records.
- Each project has unique requirements that may include (as an example):
•    Naming conventions,
•    Document sizes,
•    Document condition,
•    Number of documents, etc.
- Past Scanning Process
•    Annually document scanning has ranged between 50,000 to 120,000 pages.
•    Documents are sorted prior to pick up.
o    Files for scanning are sent in batches, typically from 40-50 banker boxes.
•    Boxes are loaded and unloaded by dolly and not by pallet jack.
o    The County does not have a loading dock.
•    There is no set schedule for pickup for scanning batches.
•    There is a mixture of document types.
•    Document conditions vary
•    Most of the pages are adhered to folders with fasteners and most of the documents will be stapled.
- Service Requirements
•    Scanning records with pickup and delivery.
•    No redactions are required.
•    The County does not require any non-paper media.
•    The County will inform the successfully awarded proponent, if certain projects or documents need to be in colour and will provide guidelines and instructions as needed (what is coloured, and how).
- Document Handling / Condition
•    Folders mostly consist of paper records, some large drawings, and some photos.
•    Some documents in both regular and large format.
•    Special handling may be required as the County has documents that are on onion paper, and conditions of the documents may be fragile or deteriorated.
•    Some large format documents will be made of standard bond paper, photographic, or poster board materials.
•    There would be approximately 100 pages or less of A-1 size and these would be included in one batch.
- Scanning
•    Proponents must provide the capability to scan multiple size documents at 300 dip; 24 Bit colour in .pdf format that is text searchable.
•    Scanning is required for letter and legal-size documents, but 11*17 size may be required.
•    Oversized documents are to be scanned as one PDF, and not in sections.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 1, 2025