Digital Imaging Services

The vendor is required to provide digital imaging services of document preparation, document scanning, quality control (QC) and quality assurance (QA) and output into a customer defined format for upload.
- Document preparation:
•    Removing staples, paper clips, repairing torn documents to the best of abilities, unfolding documents including bent corners. 
•    All envelopes must be scanned along with all contents 
•    Ensure that the first page scanned includes and matches the name and case # on the folder. 
•    Pink receipts may not scan in black and white. you may need to copy these and scan the black and white copy. when scanning receipts (pink, yellow, white) some may require grayscale instead of black and white for best, legible quality. 
•    This can be done on a case-by-case basis. 
•    Only color photos are to be scanned using color setting. 
•    Questions regarding document preparation may be addressed to on the records staff.
- After scanning handling:
•    Once scanning is complete these records should be returned to their original box, in the same Order as removed, in original file folder (no stapling, placing back in envelope or brads required).
- Scanning:
•    Scanning will be at 300dpi, duplex with backside detection and blank page removal. 
•    Each file folder/document/record will be scanned as a multi-page tiff. 
•    Notations must be made if best practice was used and image is poor quality.
- QA/QC: 
•    QA/QC will consist of 100% image to image review, removal of blank pages, review of poorly scanned images and images that are askew, etc.
- Data output:
•    Document name is the cause and case number. 
•    If you combine documents from several fiscal years onto one CD and DVD, you must clearly separate by fiscal year. 
•    Metadata format:
o    Name = up to 50 characters
o    Case and cause number = up to 50 characters
o    Offense – up to 50 characters.

- Contract Period/Term: 1 year
- Mandatory Pre-Proposal Meeting (1st Opportunity) (Mandatory) Date: August 12, 2025
- Mandatory Pre-Proposal Meeting (2nd Opportunity) (Mandatory) Date: August 14, 2025
- Questions/Inquires Deadline: August 18, 2025