The vendor is required to provide of an outcomes-based digitization project by a single pre-qualified contractor for a fixed price.
- Such requirements may include any or all of the following or may be completely different:
• Document preparation;
• Metadata, indexing and referencing;
• Scanning and imaging;
• Image and metadata quality control;
• Re-scan or re-image;
• Quality assurance;
• Data transfer;
• Retrieval of a record in any form;
• Storage;
• Transportation of analogue records; and
• Creation of a digitization procedures manual.
a. Document preparation
1. Document preparation – level 1
• Removing analogue record from file back, file folders, etc.;
• Inserting analogue record header sheet;
• Removing all staples, paper clips, pins, etc. from analogue record;
• Confirming header toggle page is complete with all necessary information; and
• Placing all landscape analogue records with the head of the document in one direction
2. Document preparation – level 2
• All level 1 requirements, plus:
o Placing analogue record files in the order directed by the purchaser;
o Confirming all necessary fields are completed on a batch header that a purchaser defines;
o Placing all information header pages;
o Repairing analogue records that have tears or holes;
o Straightening folds or creases
▪ Where fifty-one (51%) percent or more of the analogue record requires removal of folds or creases the document preparation is considered document preparation – level 3;
o Stamping to denote poor quality where appropriate (e.g., text is not clear);
o Placing of sticky notes or other attached notes; and
o Taping smaller documents onto 8.5” x 11” paper.
3. Document preparation – level 3
• All levels 1 and 2 requirements, plus:
o Straightening folds or creases where fifty-one (51%) percent or more of the analogue record requires removal of folds or creases;
o Interfiling as required;
o Placing analogue record files in the order directed by the purchaser;
o Cutting torn areas of an analogue record where it is the leading edge and no text exists;
o Sorting analogue records into single records and attachments;
o Handling of fragile analogue records; o restoring analogue records;
o Merging of information (e.g., two (2) files put together as one (1)); and
o Removing duplicate pages.
b. Metadata, indexing and referencing
• Optical character recognition (“OCR”): OCR is the process where automated software recognition translates bit-mapped images of printed data into machine readable text.
• An OCR unit may be per image or page.
• Optical mark recognition (“OMR”): OMR is the process of capturing human-marked data from records and can be used for hand-filled surveys, forms, tests, etc.
• An OMR unit is per image or page.
• Intelligent character recognition (“ICR”): ICR is an advanced form of OCR generally used for handwriting recognition.
• An ICR unit is per image or page.
• Magnetic ink character recognition (“MICR”): MICR is a character recognition technology used primarily by the banking industry (e.g., in processing cheques).
• The characters are printed with a magnetic ink or toner, which allows the characters to be read reliably even if they have been overprinted or obscured by other marks.
• A MICR unit is per image or page.
• Barcode recognition: barcodes are used to provide a unique identifying code or (in conjunction with database retrieval) assign information (i.e., metadata) to an image.
• A barcode recognition unit is per barcode or field.
• An image will have a predetermined number of barcodes or fields.
• Database retrieval: database retrieval is the process of assigning information (i.e., metadata) to a scanned image through the use of software that automatically recognizes codes and retrieves the related data from a previously created database.
• A database retrieval unit is per field. an image will have a predetermined number of fields (e.g., software generated fields, file name, etc.).
• Data entry: data entry is the manual assignment of information (i.e., metadata) to images.
• This may include double data entry (entering the same data twice for verification).
• A data entry unit is defined by the number of keystrokes or per million keystrokes.
• An image will be assigned a predetermined number of keystrokes.
c. Scanning and imaging
• Scanning is the process of digitizing analogue records (e.g., paper, microform, etc.).
• Output will be specified by the purchaser’s requirements, and may include a variety of formats (ex: tiff, pdf, pdf/a), image types (bitonal, color, grayscale), or pixel densities (minimum requirement: 300 PPI).
d. Image and metadata quality control (QC)
• The scanning process must also include reconciliation between the physical document and the images created.
• QC checking on output image quality and accurate data capture is per image and per index.
• The qc process may include automated or manual quality and readability checking.
• This ensures that the number of physical documents scanned is equal to the number of images produced.
• This process may also include de-speckling, de-skewing, and removing blank pages.
e. Re-scan or re-image
a Re-scan is required when the quality of the digitization does not meet the purchaser’s requirements
• Rescanned images and associated metadata must proceed through the quality control phase again and may also need to go through the quality assurance phase (see below).
• This may be referred to as “re-imaging,” depending on the equipment used.
• Re-scan or reimage will be done at the expense of the contractor.
f. Quality assurance
• This level of quality check is separate from, and in addition to, the routine quality control.
• Scanned records are subject to review and approval by the purchaser
• This may also be referred to as an audit
• The contractor shall be responsible to re-perform the work on these records or batch of records and make required adjustments to its digitization procedure manual
• QA will be done at the expense of the contractor.
g. Data transfer
• Data transfer is the process of transferring the digitization to the purchaser.
• This is generally completed using secure file transfer protocol (sftp), but a may require a different method of transfer and will specify the metadata required.
h. Retrieval
• Retrieval may include retrieval of analogue records, digitized images, or print outs of digital images
i. Storage
• Purchasers may require temporary storage or secure storage of analogue records.
j. Transportation
• Transportation of analogue records to and from a purchaser may be required. chain of custody must be maintained.
k. Digitization procedures manual
• A contractor will need to prepare and submit digitization procedures manual, and all relevant supporting documentation for each digitization.
