Records Digitization Services

The vendor is required to provide to assist with implementing a records management digitization project.
- The project’s purpose is to scan and electronically digitize existing hard copy files.
- Scanning of files:
a. Laserfiche:
• Ability to provide scanned images and related metadata that will upload seamlessly into Laserfiche; Working directly with Laserfiche provider during the import.
b. Ability to scan:
• Manila folders – content in file folders
• Legal documents
• Letters
• Carbon copies
• Photo exhibits
• Spiral bound books
• Tabbed paper
• Folded documents
• All ANSI sized documents
c. Images:
• Duplex scan documents to capture both front and back of documents where needed.
• Images must be oriented correctly for viewing.
• text must be readable up to the edge of the document.
• Image clean-up: the scanned documents should be de-skewed, de-speckled, blank pages and black borders removed, hole punch images removed and background color drop out (where possible).
• Color images must be viewable quality so that detail in the image is captured.
• For the purposes of this RFP, proposer is invited to offer suggestions on how best to scan color photos to maintain the quality and detail of an image while striving to reduce size of the electronic image.
d. OCR all content with guarantee of 99.5% accuracy on images and ability for at least 600 dpi images.
e. quality checking images scanned:
• visual inspection of each image against the original, rescanning documents as needed
• manual image quality adjustment and QA of every image for clarity, legibility, quality, cut-offs or file type compression errors
• images are of the same or better quality than the original
• ensure all images are accurately indexed
• all documents are to be scanned and returned in the same order as provided
• all folders within the file should appear in the same order as they exist in paper
• the county may perform a QA of each image and associated indexing delivered by the vendor; if the county discovers unacceptable images, the vendor, at no additional cost to the county, will correct all such unacceptable images
f. Data entry of index fields following metadata templates.
g. Fields change depending on document scanned.
h. Quality checking index data.
i. Perform rework on errors or omissions with no additional charge.
j. Warranty period of 6 months against defects
k. Records must be saved in pdf/a format.
l. All county documents will be stored onsite in their secured and climate-controlled environment.
m. The county must have access to all county documents at any given time
n. Document prep:
• Ability to scan small documents with large size documents in a single scan
• Staple and fastener removal
• Metal, plastic, twine, glue binder removal
• Industrial staple removal capability including box and plier staples
• Fix torn pages prior to scanning
• Black and white, greyscale and color scanning options
o. Once electronically imaged, documents shall be returned to their original state (re-stapled, bound, rolled, etc.) and returned to the original filing location, unless specifically instructed by the project manager.
- Questions/Inquires Deadline: May 16, 2025