The vendor is required to provide a qualified document imaging company to scan paper documents and microfilm.
- Document and microfilm preparation:
• Document and microfilm preparation to be performed by vendor shall include separation of documents and microfilm by date and document type, repairing torn documents and microfilm, removal of staples, pulling paper clips, segregation of documents excluded from scanning (i.e. envelopes), and performing all other work required to prep documents and microfilm for scanning.
a. The majority of documents are of size 8.5” x 11” with some approximately 8.5” x 14”.
- Document scanning:
• The entire image of all documents and microfilm shall be scanned.
• Documents may be one-sided or two-sided.
• Documents that are multi-paged shall be grouped together in one scan.
• Scanned documents must be viewable in pdf/a format at a minimum of 300dpi.
• Scanned documents shall be compatible with the village’s document imaging system, which is Laserfiche, and shall also be openable in adobe reader.
- Document indexing:
• Vendor shall make note on providing file and index information to be easily loadable to Laserfiche (ex. excel file with file path and key index fields for each file).
- Each scanned document must be searchable by lookup indices as follows:
a. Ordinance / resolution number:
b. Agenda item letter:
c. Board meeting date:
d. Title:
e. Department:
- Contract Period/Term: 1 year