The vendor is required to provide of the record for all casefiles for various land-use boards and commissions (conservation commission, historical commission, planning board, and zoning board of appeals) and has approximately 6,500 linear feet of archival case-files that we seek to digitize over the next few years.
- Provide for the 500 +- lf of legal size folders and a unit price per lf for the letter size folders.
- These case files are associated with development projects all with different statutory records retention schedules, some of which require files be kept for a perpetual duration, while others which the city wishes to keep record of. documents within casefiles are comprised of a mix of different file types that may be in different formats (large format or tabloid size plans, letter or legal size applications, photographs, etc.), with many documents bound (staples, paper clips, etc.), while others contents may be a loose sheet of paper.
- Some documents will be sensitive and contain personally identifiable information (PII) and needed to be treated with confidentiality, but the majority of documents are public records and do not need to be redacted or shredded to be disposed of.
- Files must be scanned into pdf format.
- Some documents are in color and some are B&W; documents must be scanned in color where they’re in color.
- Some documents are double-sided and some single-sided and must be scanned accordingly to capture all content.
- We don’t want single sided scanned to have blank white pages interspersed and we don’t want to miss content on the back of other documents.
- Scans must be oriented right side up, rotating content as necessary (i.e. so nothing is scanned upside-down).
- Some documents are lose, while the majority are bound with staples, others are bound with paper or binder clips, others may be bound with a spiral bind.
- Bindings will need to be removed to scan.
- Bindings can be disposed of if the documents do not need to be kept.  - Each document must be scanned individually and labeled with the physical file name and a unique number for that case file.
- Scans for all documents in a given physical file need to be organized into a digital casefile folder representing the physical case file.
- The digital file must be named as the physical file’s tab is named indicating the board and the property address.
- Digital casefiles folders should be grouped by board/commission (planning, zoning, conservation, historic) and then by calendar year and file number/date similar to how they will be provided to the vendor.
- Digital files must be delivered in a digital format acceptable to the city’s department of innovation and technology (e.g., ftp site, etc.) reflecting the scheme described above.
- Files that are being returned must have file contents re-folded to fit back in the original file, with documents bound to maintain separation from other documents within the folder, and be placed in the same physical file folder they came from, with a new label indicating “scanned” placed on the front of the file folder in a way to not obstruct other text (top corner when possible).
- Files to be kept should be kept in the same file scheme as obtained such that they remain grouped by board and ordered to be sequential by year (and case file or date).
- Documents with sensitive personally identifiable information (PII) will generally be removed from the case files.
- The majority of the files (±6000 lf) are stored in letter size file folders while a small amount (±500 lf) are stored in legal size file folders.
- Contract Period/Term: 1 year