The Vendor is required to provide to have all cumulative records organized, filed, copied and digitalized, hand-feeding of original documents, converting all scanned images to collaborate company’s software.
- The files will be composed of information such as applications, meeting minutes, staff reports, zoning decisions, miscellaneous correspondence, and blueprint etc.
• Digital Record Storage
• Record Scanning
• Record Filing
• Vault Organizing
• Confidential Information: The successful bidder will be required to ensure adherence to protecting personal information. Private information might include details of a service privileged information, or confidential.
• Services shall be in accordance with standards set by the American National Standards Institute (ANSI) and Association for Information and Image Management (AIIM).
• All data must be preserved in a form identical to, or functionally equal to, the original record.
• Removing staples and paperclips, repairing all torn documents with non-reflective tape, straightening all folded plans of all sizes, and otherwise making the documents ready for processing.
•Safeguards must be maintained at the highest levels damaged files, records, and map documents. Also, no unauthorized reproduction or duplication of any files or records produced by the Contractor is permissible. These documents contain sensitive information such as building plans, intellectual property rights, etc.
• Each scanned image shall have a unique file name specified by the City.
• The Contractor shall consistently check the images, including image clarity, orientation, and accuracy.