Employee Personnel Files Scanning and Disposal Services

The vendor is required to provide that file scanning and disposal services to digitalize its on-site employee personnel files and potential future services.
- Agency historically maintained employee personnel files for active employees on site and sent files for terminated employees to off-site storage.
¬- The digitalized files will then be provided back to the AER as a searchable PDF as well as an agreed upon format for back-up files. The digital files must be searchable and allow for metadata extraction. Additionally, Optical Character Recognition (OCR) capabilities are considered an asset.
- Requirements:
• Format:
o All paper files will be scanned to searchable pdfs, including single and double-sided documents, with staples, paperclips, sticky notes, etc.
o All pages / images must be readable and legible. vendor will scan in color whenever there is color on a page and use automated deletion technology to remove blank pages.
• Scanning phase:
o High-quality scanning of confidential documents using state-of-the-art equipment.
o Conversion of scanned documents into digital formats. the digital files must be searchable and allow for metadata extraction.
o The digital files must be searchable and allow for metadata extraction. additionally, capabilities are considered an asset.
o Vendor will ensure scanning adjustments are made to optimize readability and legibility.
o Employee personnel folders and separate files according to agency folder and file naming standards (e.g., employee last name, first name and type of file).
o Vendor will perform quality assurance checks throughout the conversion process and provide agency with proof of their quality assurance checks.
• Data security:
o Implementation of strict data security measures, including encryption and secure storage of digital files.
o Compliance with relevant data protection regulations to safeguard sensitive information.
o Vendor will use the format specified by agency for final delivery, which may include portable storage devices or sftp sites. portable storage devices must be encrypted.
o All agency source files must remain secure and not be accessed by anyone not involved in the conversion process.
o Successful respondent must have a well-defined, formally documented information and security policy and provide a copy when requested.
o Successful respondent must ensure agency source files and converted files are isolated and secured from other client data.
o Successful respondent must have a backup/recovery plan for the loss of electronic data and provide an audit of who accessed/viewed agency data when requested.
o In the event of a security breach, the vendor must notify agency within one hour.
• Disposal phase:
o Secure shredding of physical documents using industrial-grade shredders.
o Certification of destruction for all disposed documents, including a detailed report of the shredding process.
• Post-project support:
o Providing the agency with a secure document management system for storing digital files
o Conducting a final project review meeting to ensure agency satisfaction for the initial project.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: February 03, 2025