Records Management, Storage and Archiving Services

The vendor is required to provide the digitization and electronic storage of health department documents across five member communities.
- Transportation delivery/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.
• 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):
• Destruction services depend on each community.
○ For the towns no destruction services are required; files should be returned to corresponding health departments.
○ Destruction services in alignment with state standards requested for the town.
- Special Requirements:
• 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/or paper clipped. Rebinding or fastening is not necessary (except for documents provided in three-ring binders).
- Documents should be scanned in accordance with the type and resolution most appropriate for the formatting and features of each document, ex., utilization of color/grayscale scanning for photographs, carbon paper, or files with handwritten notes other than standard typeface.
- Contract Period/Term: 2 years