Scanning and Digital File Management Services

The Vendor is required to provide for Scanning and Data File Management Services.
- Aims to promote efficient document management, improve accessibility, and protect the documents utilizing a cloud management system.
- Scanning services and digital file management services in a secure cloud storage system with easy document retrieval by countywide staff.
- Provide an experienced Account Manager to manage the County's account and assist County staff as needed.
- Responsible for managing all aspects of Scanning and Data File Management Services, including but not limited to:
•    Scanning Services
•    Data File Management Solution
•    Transportation and Document Handling
•    Security Requirements
•    Document Destruction
•    Account Manager
•    Training
- Scanning Services
•    Capable of scanning various document sizes that may range from, but not limited to, 8.5" x 11" to 36" x 48".
•    Provide scanning resolution with a minimum of 300 dpi for both black and white documents and color documents.
•    Provide bulk scanning options for larger projects.
•    Provide optical character recognition (OCR), intelligent character recognition (ICR), and optical mark recognition (OMR) technology to ensure characters, handwritten notations, marks and other related texts are searchable.
•    Files shall be converted into the following formats: pdf, jpeg, tiff and other related types.
•    Scanned documents must maintain original document quality and clarity, with minimal distortion or cropping.
•    Indexing and metadata features to scanned documents for efficient search and retrieval.
•    Provide quality control to review and correct potential errors to ensure accuracy and retain quality of documents.
•    Turnaround time to complete scan and upload shall be no more than two (2) business days.
•    Provide emergency scanning services with turnaround time within one (1) business day.
•    Provide/send end-to-end encrypted (256-bit AES) data encryption and secure storage
- Digital File Management Solution
•    A digital file management system that will improve accessibility and document retrieval, generate reports for review, and reduce physical document clutter.
•    Provide an online data file management system for storing digital files.
•    Provide an online customer portal for county staff to access.
•    Provide a twenty-four-seven (24/7) technical support team in case of login and/or other system issues. 
•    Technical support shall acknowledge tickets within one (1) business day and resolve them within three (3) business days.
•    Provide a customer support portal that has online chat capability that can connect to the technical support team.
•    Provide multiple user license package options. (E.g. 1-20 user licenses, 21-50 user licenses, etc.)
•    Provide multiple data storage bundle options. (E.g. Up to 200 GB, up to 500 GB, etc.)
•    A search option tool for an easy and efficient retrieval of document(s).
•    Capable of generating customizable and comprehensive reports but easily digestible for review.
•    Provide an electronic data storage and backup of systems via an encrypted connection to storage within multiple secured, mirrored data centers located within the country.
•    A data file management system capable of adopting the county's document retention policy and act.
- Transportation and Document Handling
•    In an event documents need to be transported to an off-site facility
•    Responsible security for handling and transporting physical documents while in transit.
•    Provide standard scheduled delivery services and coordinate delivery based on a department identified schedule.
•    Provide emergency pickup services from county department:
•    Emergency requests placed before 2:00 pm (PST) will be picked up and delivered to the contractor's facility the same day. 
•    After 2:00 pm (PST), emergency requests will be picked up and delivered by the next business day.
•    Provide secured and protected containers/boxes to ensure documents are not damaged during transit.
•    Provide email notification to county staff, certifying the pick-up from a county location and the receipt of documents at the contractor's facility located within the country.
•    Provide validation of vehicle type to ensure all boxes/containers are accounted for prior to leaving
•    Contractor's record center with similar process for return(s) of retrieved boxes/containers to contractor’s record center.
•    Provide return services to the county, as part of the contracted services for those documents requested to be returned post-scanning.
•    Provide workflow tracking for the receiving and delivery of documents both ways.
•    Provide labels for each container listing all contents.
•    Provide multiple scans of labels to maintain security of documents throughout the receipt process.
•    Provide a detailed workflow for chain-of-custody of all county containers.
•    Provide a detailed customer report of contents received, label and unique id(s) provided for each container.
•    Provide a method that ensures barcode labels are adhered to every box/container to reduce data entry errors and validate accuracy of contents.
•    Provide hand-held scanners for every transaction, with corresponding date and time stamps for audit purposes and customer notifications during each step of the entire process.
- Security Requirements:
•    System must be saml compliant and provide single sign on (sso) capability for accessibility
•    A multi-factor authentication (mfa) capability must be enabled
•    Access permissions and restrictions must be assigned to individuals as well as groups in support of their job roles and without providing over-reaching permissions
•    Provide role-based access controls for administrators.
•    Must provide administrative and security controls such as, performance monitoring, event monitoring.
•    System must provide patching processes including security fixes and updates.
•    System must provide network defenses including encryption, logging, audit capabilities, vulnerability testing/scanning.
•    Provide a disaster recovery plan including backup and restore, plan testing, RTO and RPO.
•    APIS, if used, must be regularly tested against vulnerabilities and exploits.
- Document Destruction
•    Throughout the term of the contract, contractor shall maintain valid certification with the association and adhere to established industry standards.
•    Contractor must provide a certificate of destruction for those records disposed of within their facility and at any county facility. 
•    Certified destruction shall be performed by shredding. 
•    Bare minimum strip cut for non-sensitive and confidential documents
•    Level of shredding: p2 for general documents, p3 - p5 for confidential documents, and p6 and p7 for highly sensitive documents.
•    Must ensure and demonstrate chain of custody and confidentiality of all destroyed records throughout the destruction process.
•    Provide certificates of destruction to the county of all destroyed records along with each monthly invoice.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: September 19, 2025