Document Scanning Services

The vendor is required to provide onsite professional digitizing services for a large variety of official record books, probate files documents.
- To covert documents into digital format for easier storage, retrieval, and provide a disaster recovery solution, as described.
- Technical specifications
• Document scanning and digital imaging with indexing and proper orientation at a minimum of 300 dpi. 
• Optical character recognition (OCR) services. 
• Provide an accurate conversion of image data into a searchable pdf format. 
• Services shall be in accordance with standards set by the american national standards institute (ANSI) and association for information and image management (AIIM).
- Tracking and inventory
• Inventory and acknowledge the receipt of all items and shall maintain a tracking system to allow for the retrieval of any documents that are in process
• After scanning and digital imaging and indexing services have been completed and prior to project signoff, the awarded bidder will be required to perform a final quality control step that compares the final output to the manifest that the county judge of probate provided, to the awarded vendor, to ensure that every document has been digitized and indexed.
- Document preparation requirements
• The awarded vendor will be responsible for document preparation, as necessary to scan all files.
• Preparation of documents to be scanned includes removing all staples and paperclips, repair torn documents with non-reflective tape, straighten all folded plans and mount any irregular size memorandum on standard 8 ½ x 11 or 8 ½ x 14 size paper and any other preparations necessary to make documents ready for processing.
- Quality and production requirements
• Records to be scanned consist of bound books, hinged books and file folders, etc. hinged books must be reassembled. 
• Documents must be placed back in the folders once scanned.
• All data must be preserved in a form identical to or functionally equal to the original document.
• All social security numbers (SSNs) and account numbers are required to be redacted.
• Scanned documents must be viewable in TIF format.
• Scanned documents must be viewable in TIF or pdf format. 
• Other format types may be requested.
• Scanned images and metadata are to be imported to county’s currently used software.
• Rotate documents to provide maximum readability. 
• Quality control must occur during all phases of scanning and digitizing (prior to, during, and while updating the metadata/indexing).
• Report and discuss any problem images that cannot be captured to meet specifications. 
• Inspect archived maps for quality and consistency.
- Accessibility of documents
• Provide access to original documents during the scanning, digital imaging, and indexing conversion, in the event a document is needed.
• Provide the ability to locate and return to the judge of probate any original document that is in the possession of the vendor within one business day from the time of request, by a designated staff member.
• The document(s) will be returned to the vendor to complete the scanning and digital imaging and indexing process.
- Description of materials to be converted
a) Document types:
• Oversize deed books (bound and loose)
• Oversize marriage books (bound and loose)
• Pictures
• Large maps
b) Records on film and microfiche – 35mm and 16mm
• Marriage records
• Mortgages
• Deeds
• Miscellaneous registers
• Probate records
• Miscellaneous wills
• Probate minutes
• Qualified votes,
• Judgements
• Probate archives
• Other miscellaneous probate documents
- Quantities listed are estimates for bid purposes only; actual usage may be more or less.
a) Documents to be scanned/redacted/tagged
• Scan (bound books) estimate – 233,300
• Scan (loose books) estimate – 5,098,000
• Redaction services estimate – 5,330,400
• Image tagging estimate – 5,330,400
b) Paper probate files to be scanned/redacted/indexed
• Files to be scanned estimate – 552,000
• Files to be redacted estimate – 552,000
• Files to be indexed estimate – 63,200.
- Mandatory Pre-Bid Meeting Date: July 16, 2025
- Questions/Inquires Deadline: July 18, 2025