The vendor is required to provide document scanning services to involves digitizing paper files per department, indexing them according to the Village's defined criteria, and ensuring that each document is fully text searchable
- All files will be saved as PDF/A with complete Optical Character Recognition (OCR) functionality.
- Digitized files organized according to the defined criteria either cloud-based, external media, or directly uploaded to the Village’s SharePoint site.
- Review current stored files
• Estimated 372,000 individual standard page size files
1. 90 standard file drawers 24 inch deep
2. Estimate 15% duplex pages
3. Many pages contain staples and paperclips
• Estimated 4000 individual large format drawings
1. Estimated ten folded drawings per drawer
2. Four Lateral file drawers estimated 12 folded drawings per drawer
3. May contain paper clips and staples
- Scan Files
• PDF/A format
• Searchable text
• Blank page removal
- Optional walk through: February 06, 2025
- Question Date: February 18, 2025