Document Scanning and Destruction Services

The vendor is required to provide document scanning and destruction services for offices located on the states.
1. Document scanning:
•    Scan all documents provided by the state at the contractor’s facility. 
•    Onsite scanning at state offices shall not be permitted.
•    This means that one (1) portable document format (“pdf”) file shall be created for each folder or envelope (i.e., one [1] pdf = one [1] folder and envelope).
•    Ensure each pdf file is traceable to the physical folder until the contractor obtains approval from the state to destroy the physical documents as rescanning may be requested by the state via email.
•    The ability to scan documents of various sizes from postcard size to 11” x 17”, in color, grayscale, and bitonal (black and white) and in odd sizes, and single-sided and double-sided documents together. 
•    Documents may contain handwritten and printed text and graphics, charts, and signatures. 
•    Each scanned image shall reflect the color properties of the original document;
•    Scan all documents in pdf with optical character recognition (“OCR”) and intelligent character recognition (“ICR”) at three hundred (300) pixels per inch (“PPI”) if documents do not contain images or six hundred (600) PPI if documents contain images, unless otherwise instructed by the state via email. 
•    If pages contain both text and non-text items, pages should be scanned at the higher PPI rate.
•    Access to the microsoft SharePoint site shall be given to the contractor by following the procedures provided by the office of enterprise technology services (“ETS”) during the contract term.
•    Provide the scanned file in other digital format types as may be requested by the state via email.
•    Handle all documents with care as older documents may require special handling.
2. Document preparation
•    Removing staples, paperclips, bindings (e.g., prongs, binders, etc.), sticky notes, tabs, and any other physical attachments;
•    Repairing torn documents to the extent that they can be scanned and converted to a digital file; 
•    Straightening all folded documents to ensure the best quality scan possible;
3. Document transport
•    The documents to be scanned from the locations specified by the state via email and securely transport them to the contractor’s respective offsite facility for scanning within 7 business days for pick up locations on state and within 30 business days for pick up locations on the neighbor islands from the date of request sent by the state via email; and
•    All documents are secured during transport and shall remain in the custody of the contractor until the services are complete.
4. Destruction
•    Not destroy any documents until the state reviews the scanned documents and approves the destruction of the documents in writing. 
•    The approval letter with the project coordinator’s signature shall be provided via email; and
•    Destroy all documents, once approved, via shredding, burning, pulverizing, or otherwise rendering unreadable in such a manner that the documents are not recoverable. 
•    Document destruction must meet conditions for confidential destruction as commonly defined and understood under statutes chapter 487r.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 8, 2025