Physical File Scanning Indexing and Records Digitization Services

The Vendor is required to provide for demonstrate that they have all physical, logistical and technological infrastructure to prepare and scan physical records, the vast majority of which are on 8‐1/2” x 11” paper.
- Record Preparation: Bidders must minimally prepare all physical records for digitization per the following:
• Removal of all staples, paperclips, or other means by which physical records are bound
• Repair all torn records with non-reflective tape
• Straighten all folded documents
• Tape all post-it note(s) to a clean sheet of paper in such a manner that the post-it note is scanned immediately after the paper to which the post-it note was affixed
• Place onion sheets, or other difficult to scan records in a plastic cover or other means to ensure scanning of the record without damaging the original.
- Record Digitization: Ability to minimally scan all records (paper and photographs) at a quality of no less than 300 dots per inch ("dpi"), provide a digital file output of PDF and apply OCR to each pdf.
• Must minimize blank scans, i.e., detection and removal of blank sheets from a digital file on a batch of records which is otherwise double-sided.
• Must be able to identify and scan in 300 DPI minimum, records with colors other than black, white, or grey. Bidder must be able to scan larger "plan sheet" documents of dimensions up to 3’ by 4 ‘(3 foot by 4 foot).
• Any record exceeding these dimensions must be physically flagged (without damaging original, e.g., a page marker) so department can easily ascertain which of these documents were not scanned.
• Digital file delivery: bidder must have ability to provide digital files to department via secured ftp (file transfer protocol), secured web service or flash drive.
• Record disposition: bidder must have ability to either return physical records to the department in the container they were provided and in the order in which they were scanned no reassembly required, or securely recycle records on bidder's site at the request of the department, returning just the container in which the physical records were provided back to the department.
• Turnaround time: bidder should have the capabilities to provide the agency with fully digitized records within 30 days of pick up.
- Documented business process from customer request for physical record pickup to provision of digital records to customer.
- Documented business process on how physical records marked as confidential are handled from customer request for physical record pickup to provision of digital records to customer.  
- An enumeration of all technology and software used to scan physical documents into digital formats (portable document format, “PDF” at minimum) and apply optical character recognition (“OCR”) to subsequent digital files.  
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 15, 2025