Digitization and Document Management System

The vendor is required to provide that provide a digitization service and cloud-based document management system (“DMS”) to convert physical documents into digital formats.
- The DMS will enable users to effectively manage the college’s documents, increase security, reduce the need for physical storage, minimize printing costs, and improve compliance and efficiency.
- the contractor shall provide the following services as part of the digitization project:
 • Provide ready-to-pack boxes and transport documents from 1150 Carroll Street, basement level and m-13 to the vendor’s scanning facility. alternatively, the vendor may pick up documents as is and transport to scanning facility, if directed by the college.
• Create an electronic inventory based on the document file designation of each box.
• Use a minimum scanning resolution of 300 dpi, and store the digital records in pdf format with embedded optical character recognition (OCR) text.
• Certify a 100 percent quality control conversion process that confirms each pdf file as readable and complete to its equivalent paper record.
• Submit the electronic collection of pdf files using an encrypted and password protected flash drive.
the contractor shall retain a copy of the electronic collection until the college advises that it has received and accepted the contractor’s deliverable.
• The contractor shall destroy physical documents via a shredder or chemical process, and provide the college with a certificate of destruction.
- The college seeks to eliminate physical document storage challenges within departments by digitizing its current paper-based inventory and implementing a comprehensive document management system.
- This project aims to identify a qualified vendor to digitize existing paper documents and securely store them in a digital format, thereby improving space utilization and document accessibility.
- The contractor shall, in consultation with, and as directed by the college’s division of administration and finance, provide a secure cloud-based digitization and document management system to convert physical documents into digital formats.
- The contractor shall be responsible for:
• Collaborating with all stakeholders to schedule, prepare, and organize documents.
• Examining the college’s current physical documents and storage processes and practices.
• Providing ready-to-pack boxes, retrieving documents from the college, and transporting documents to scanning the facility.
• Guiding the college through the digitization process.
• Assisting with the coordination of appropriate campus resources for the execution of the digitization project.
• Ensuring appropriate indexing of documents and specialized data capture software.
• Use data validation, field level constraints, human review, and business rules to ensure documents are complete and processed accurately to meet the most stringent regulatory requirements and the highest level of customer satisfaction.
• Deliver documents to the college via an encrypted flash drive and upload the documents to the DMS or a Cloud-based system via secure file transfer protocol (sftp).
• Other work as deemed necessary by the college to produce a quality digitization project.
- Document inventory and preparation
• Inventory: Review, sort, and catalog the existing physical documents (estimated volume 600 banker boxes, 5,000 architectural drawings).
• Preparation: Remove staples, paper clips, sticky notes, and other fasteners. repair damaged documents for scanning as necessary.
• Provide ready-to-pack boxes for documents and architectural drawings to be transported.
• Classification: categorize documents in the order the college provides to ensure logical sequence and security of digital files.
- Scanning and conversion. contractor shall perform the following:
• High-quality scanning: perform high-resolution (at least 300 dpi) scans of all documents, focusing on document legibility, accuracy, and image quality.
• OCR technology: apply optical character recognition (OCR) to convert scanned documents into searchable text for easier future retrieval.
• File formats: provide digital files in universally accepted formats such as pdf, tiff, or other formats specified by Medgar Evers college.
• The electronic collection of pdf files using an encrypted flash drive and upload the documents to the DMS or a cloud-based system, via sftp and password-protected storage format; retain a copy of the electronic collection until the college confirms receipt and acceptance of the files.
• Indexing: Organize and label scanned files according to pre-determined categories and indexing requirements, ensuring that they can be easily retrieved.
- Digital storage solution. contractor shall provide the following:
• Document management system: provide and implement a secure and scalable cloud-based document management platform or compatible storage solution; the system shall offer the following features: o Secure document storage & organization-centralized repository with structed folders, metadata, and version control.
o Advanced search and retrieval- full text search, OCR, and metadata filtering.
o access control and compliance-role-based permissions, audit trails, and compliance with FERPA or HIPAA.
o Workflow automation-customizable document approvals, routing, and notifications.
o University IAM integration-single sign-on (SSO), integration with university authentication, and role-based access.
o Security and backup-data encryption, MFA support, automated retention policies, and disaster recovery.
o Collaboration and mobile access-real-time document sharing, annotations, and mobile friendly access.
o Vendor assistance with migration of existing digital files-support for importing, organizing, and mapping existing digital documents into the new DMS, ensuring a seamless transition and no data loss.
• Migration: Migrate existing digital files into the new DMS, ensuring a seamless transition and no data loss.
- Document disposal. contractor shall perform the following:
• Physical document management: destroy physical copies after digitization and a certificate of destruction in accordance with applicable policies and legal requirements.
• Destroy physical documents and provide a certificate of destruction to the college.
- Technical and security requirements. contractor shall perform the following
• Data security: contractor must comply with state and federal data protection laws, including Act, where applicable.
• The digital storage system must adhere to these requirements and include encryption for both data at rest and data in transit. • Compliance: Contractor shall adhere to all applicable privacy laws and institutional policies for recordkeeping.
• Quality control: contractor shall use data validation, field level constraints, human review, and business rules to ensure the documents are complete and processed accurately.
• Accessibility: see section 13 of these specifications.
• Scalability: contractor’s digital storage solution must accommodate future document growth and technological advancements.
• Support: contractor shall provide ongoing technical support and maintenance for the DMP, and shall provide ongoing technical support and maintenance for the document management process (DMP), including but not limited to training staff on system navigation, user roles, document handling, search and retrieval, version control, workflow automation, compliance, integrations, backup, reporting, Administration management, and support resources.
• Suitability: Contractor shall implement security requirements sufficient to protect the college’s data and to ensure compliance with relevant laws, regulations, and policies.
• The digital storage solution must integrate effectively with university systems, including identity management; contractor must perform such integration(s)
• Contractual agreement information security terms: ensure that the college’s data remains confidential, is not altered inappropriately, and is accessible to the college as needed.
- Contract Period/Term: 6 Month
- Questions/Inquires Deadline: March 19, 2025