Record Conversion Services

The vendor is required to provide record conversion services for document scanning, indexing, imaging, and preservation services.
- To digitize and preserve deeds, plats, mortgages, conveyance indexes, and other vital records in compliance with national historical publications and records commission (NHPRC) standards and accepted archival practices.
- Required services
1. Document capture and scanning
•    Perform on-site scanning of bound, unbound, oversized, and fragile documents. 
•    Capture images in minimum 300 dpi resolution in both color jpeg and black-and-white tiff.
•    Preserve the integrity of bound volumes and fragile records (no destructive scanning).
2. Indexing
•    Double-key entry of index data fields including the following: book and page, document number, document type, date recorded, grantor(s), grantee(s), reference book and page, and brief legal description.
•    Provide data files formatted for import into the county’s existing records management system (i3vertical).
3. Image processing and quality control
•    Provide cropping, de-skewing, polarity correction, and duplication of multipage entries where required. 
•    Conduct 100% image inspection, produce poor-quality image reports, and correct deficiencies prior to delivery. 
•    Pilot inspections with county staff to validate quality standards before proceeding with full production.
4. Preservation and restoration
•    Handle all documents according to professional archival and conservation standards. 
•    When necessary, provide non-destructive preservation measures such as page mending, de-acidification, or rebinding. 
•    Ensure all original records are returned in the same or improved condition.
5. Delivery and integration
•    Deliver final images and index files on two encrypted external storage devices (one for county use, one for vendor backup). 
•    Provide temporary review software to allow county staff to access and validate images prior to import. 
•    Support county staff and i3vertical in importing final deliverables into the records management system.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 26, 2025