Document Scanning and Disposal Services

The vendor is required to provide document scanning and disposal services of authority board documents, claims files, historical agreements and the destruction of claims files.
•    Contractor shall securely collect all physical documents and arrange with legal services to pick up documents
•    Contractor shall scan and digitize physical documents related to authority board of directors and workers' compensation and personal injury files, ensuring secure handling, searchable portable document format (pdf) output, accurate cataloging, and compliance with the health insurance portability and accountability act (HIPAA) standards.
•    Workers’ compensation and personal injury files are to be handled with enhanced confidentiality protocols during digitization to ensure HIPAA compliance.
•    All documents shall be in high-resolution scan and converted to searchable pdf format using optical character recognition (OCR).
•    Digital files in an electronic format approved by authority legal services with each document labeled and organized as per agreed upon cataloging scheme.
•    Destroy all the workers' compensation and personal injury files after digitization and provide a certificate of destruction.
•    Arrange with legal services to return the board of director’s and historical documents to authority headquarters.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 28, 2025