The vendor is required to provide that document digitization services for include:
1. Document pickup and transport:
• Transporting documents from each of the seven office locations to the designated scanning facility.
• Ensuring that documents are handled securely and without damage from the seven office locations
2. Scanning services:
• Scanning of physical documents into high-quality digital files (pdf)
•  Ensuring that files are organized and indexed according to specified categories
3. Quality control:
• Verifying the accuracy of the scanned documents and ensuring proper resolution and file format.
• Addressing any issues with document legibility and clarity as needed.
4. Data storage and delivery:
• Providing the scanned files on secure storage devices (external hard drive)
• Ensuring all scanned documents are properly labeled and categorized.
5. Project management and timeline:
• Establishing a clear project timeline with milestones for each office’s scanning completion.
• Coordinating with key contacts at each office location to ensure smooth operation.