Document Scanning Services

The Vendor is required to provide the process of moving paper files to a digital archive program (SentryFile).
- Licensed, and insured scanning companies to:
•    Securely remove files from the building
•    Securely store files waiting to be scanned
•    Scan files into our Sentry File/DocuWare program
•    Destroy scanned files once approved
•    Securely store termed files until the destroy dated has been reached
•    Continue as needed for other departments
- Securely remove files from building
•    Immediately following a contract award as a result of this proposal, the selected firm must securely box files with appropriate labels and dates. 
•    Once boxed and tagged, the files must be moved to a secure location for storage and scanning.
•    A log of boxes must be given to the agency representative for record keeping.
- Securely store files waiting to be scanned
•    Files must be stored securely in a safe storage facility. 
•    Files must be available to be pulled for any auditing needs. 
•    Files will include both active and termed/expired files. 
•    The active files will be scanned. 
•    The termed/expired files must be stored until the designated destroy date.
- Scan file into Sentry File/DocuWare program
•    Scanned files must be scanned based on the labeling system predetermined by the department
•    Scanned files must be scanned directly into the agency file platform or be able to be uploaded to sentry file
•    Finance documents must be scanned into the DocuWare program or be able to be uploaded to DocuWare
- Properly destroy files
•    Files must be properly shredded and destroyed upon completion of scanning (at least maintain a monthly shredding cycle).
•    Termed/expired files must be destroyed based upon the destruction date on the box.
•    A verification to destroy must be made before destruction is complete.
- Continuation of services for additional departments
•    The initial contract will be completed for the leased housing department. 
•    Files are currently located on the 3rd floor and the basement of the united building. 
•    There are current files that may equal approximately 700 boxes. 
•    The current amount of termed files equal approximately 300 boxes.
•    The capital improvement department has files in the basement of the united building, and the executive level of the avenue building that will need to be stored and scanned
•    The finance department has files in the basement of the united building, and the executive level of the avenue building that will be scanned into the DocuWare program.
- The initial contract will include the storage and scanning of the Leased Housing files. (600 boxes of current files, 200 boxes of termed files).

- Contract Period/Term: 1 year