The Vendor is required to provide for document scanning and destruction services for offices located on the islands of state.
- Document Scanning:
• Scan all documents provided by the state at the contractor’s facility.
• Onsite scanning at state offices shall not be permitted.
• Follow the naming conventions that the state requires when naming individual documents scanned and any folders or subfolders and organize the scanned documents in a manner requested by the state.
• The ability to scan documents of various sizes from postcard size to 11” x 17”, in color, grayscale, and bitonal (black and white) and in odd sizes, and single-sided and double sided documents together.
• Documents may contain handwritten and/or printed text and graphics, charts, and signatures.
• Each scanned image shall reflect the color properties of the original document;
• Scan all documents in portable document format (“pdf”) with optical character recognition (“OCR”) and intelligent character recognition (“ICR”) at three hundred (300) pixels per inch (“PPI”) if they do not contain images or six hundred (600) PPI if they contain images, unless otherwise instructed by the state.
• If pages contain both text and non-text items, pages should be scanned at the higher PPI rate.
• Upload all scanned documents to the secure cloud-based document management system (“cloud”) operated by the state.
• Given access to the cloud by following the procedures provided by the office of enterprise technology services (“ETS”) during the contract term.
• Access shall be terminated at contract termination.
• Provide the converted file in other digital format types as may be requested by the state.
• Handle all documents with care as older documents may require special handling.
- Document Preparation
- Prepare documents for scanning which includes:
• Removing staples, paperclips, bindings (e.g., prongs, binders, etc.), sticky notes, tabs, and any other physical attachments;
• Repairing torn documents to the extent that they can be scanned and converted to a digital file; and
• Straightening all folded documents to ensure the best quality scan possible.
- Document Transport
• Pick up and take custody of the documents to be scanned from the locations specified by the state and securely transport them to the contractor’s respective offsite facility for scanning.
- Rotate documents as needed to straighten the text or image to provide maximum ease of readability (e.g., letters shall be in proper orientation when document is displayed without rotation).
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 3, 2025