The vendor is required to provide that g the digitization and electronic storage of department documents across four out of five member communities: Hanover, Marshfield, Pembroke, and Rockland.
- Vendors should account for this phased timeline when developing their proposals, including any impacts on project scheduling, invoicing, and resource allocation.
- Document preparation includes, but is not limited to, straightening folded documents, removal of staples, binder clips or paper clips, removal of documents from binder or file folders and fasteners, or any other type of document retention fastener.
- Documents will be returned in original order and folders.
- Documents that have had binding removed or altered in the scanning process may be neatly placed back in corresponding folders and paperclipped.
- Rebinding or fastening is not necessary (except for documents provided in three-ring binders).
- Transportation delivery and pick-up services
• Contracted vendor will arrange pick up of health department files from each municipality for
transportation to secure, off-site scanning facility.
• Contracted vendor will be responsible for packing files desired for scanning and digitization into
banker boxes.
• Contracted vendor will return physical health department files to each municipality after files have
been approved, scanned and delivered digitally to the end recipient.
- Scanning services
• Document preparation for scanning.
• Indexing of scanned files in accordance with each health department’s needs and preferences.
○ Proposed indexing structure: street name street number date document name or type number
• Contracted vendor will maintain a tracking system to allow for retrieval of any document requested as
part of a public records request. documents requested will be provided by the vendor within 5
business days.
• Scanning of documents in an accessible and searchable pdf-a format with optical character
recognition (OCR), including handwritten text.
• Addresses must remain searchable.
• Ongoing delivery of scanned files via sftp site, or other mutually agreed-upon delivery system,
provided by the vendor. hard drive delivery to municipalities upon request. - destruction services (including but not limited to records, tapes and other media) (add alt)
• destruction services depend on each community.
1. For the towns and no destruction services are required.
2. Destruction services in alignment with state standards requested for the town.