The vendor is required to provide on-site document scanning and digitization services at the clerk’s records center warehouse.
- Requirements:
1. Document volume and types
• Total files: 1.89 million case files
• Total pages: 300 - 400 million
• Paper type & size:
a. Standard 8.5” x 11” letter-sized pages
b. Legal-sized 8.5" x 14” pages
• Document characteristics: majority black & white, limited color pages
• File organization: documents must be bookmarked and indexed for efficient navigation
2. Required indexing and organization
• Each scanned file must have bookmarks for judges, attorneys, and customers to quickly navigate.
• Bookmarking must be based on document title and event date.
• Files must be arranged in descending order of the event clock-in date (most recent first).
• Any documents without a clock-in date must be scanned at the end of the file.
• File naming convention: YY-cc-XXXXXX (year, case category, 6-digit case number).
• These requirements are subject to change based on project needs or in response to imaging standards, laws, and regulations.
3. Output format & quality
• Pdf/a OCR-searchable format required for all documents.
• Scanning dpi requirements:
a. Fingerprints: grey scale, 600 dpi
b. Pictures: color, 600 dpi
c. All other documents: black & white, 300 dpi
• The above are minimum scanning requirements. requirements may be modified to comply with imaging standards, laws, and regulations.
4. On-site logistics
• Workspace: adequate space is available for scanning personnel and equipment.
• Security requirements:
a. All vendor personnel must pass a level 2 background check before beginning work.
b. All vendor personnel must sign a confidentiality agreement.
c. Restricted access applies to evidence and confidential record areas.
5. Handling and processing
• Documents must be moved from the shelf to a pre-imaging staging area before scanning.
• Files must be scanned one at a time and securely returned to their original file after scanning.
• Completed physical files must be stored in the post-imaging staging area for quality control (qc) review before being re-shelved.
6. Quality control (qc)
• The vendor is responsible for verifying accuracy and completeness before submission.
• QC team will review files and flag errors for correction.
• Vendor must correct any identified scanning or indexing errors before final acceptance.
7. File delivery and system integration
• Primary upload: documents must be directly uploaded to odyssey navigator, under a newly created event in the case file (“converted new case filing”).
8. Retention and compliance requirements
• Scanned documents must be retained as per state record retention schedule.
• Physical files must be retained until:
a. QC is completed
b. Any documents required to be maintained in paper format are identified
9. Estimated cost information (non-binding)
• Vendors are encouraged to provide non-binding estimated pricing solely for information and budget planning purposes. 
• This information will assist the clerk in understanding potential costs associated with large-scale digitization of records. 
• This request is not a formal solicitation and will not result in a contract award. 
• Submitted pricing will not be evaluated, negotiated, or used to make a vendor selection.
• Estimates may include, but are not limited to:
a. Document preparation (removal of staples, unfolding, organization, etc.)
b. scanning and conversion to pdf/a OCR-searchable format
c. Include additional costs for legal size pages or color documents, if applicable
d. Indexing and bookmarking as specified
e. File reassembly and return to the records center staging area
f. Estimated total number of years required to complete full digitization
g. Additional fees (e.g., licensing, software, equipment rental).