Digitization and Document Management System

The vendor is required to provide a digitization service and cloud-based document management system (“DMS”) to convert physical documents into digital formats.
- Eliminate physical document storage challenges within departments by digitizing its current paper-based inventory and implementing a comprehensive document management system.
- Digitize existing paper documents and securely store them in a digital format, thereby improving space utilization and document accessibility.
- Provide a secure cloud-based digitization and document management system to convert physical documents into digital formats.
• 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; contractor shall perform the following:
• 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 college.
• Submit 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:
1. Secure document storage & organization-centralized repository with structed folders, metadata, and version control.
2. Advanced search & retrieval- full text search, OCR, and metadata filtering.
3. Access control & compliance-role-based permissions, audit trails, and compliance with act.
4. Workflow automation-customizable document approvals, routing, and notifications.
5. University IAM integration-single sign-on (SSO), integration with agency authentication, and role-based access.
6. Security & backup-data encryption, MFA support, automated retention policies, and disaster recovery.
7. Collaboration & mobile access-real-time document sharing, annotations, and mobile friendly access.
8. 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.
- Contract Period/Term: 6 Months
- Questions/Inquires Deadline: March 19, 2025