Digitization Services

The Vendor is required to provide for forensic services division case filing scanning.
- Currently has the equivalent of ~1000, 15-inch boxes of case files (~16 million images). Case files are indexed by a unique 9-digit number.
- Experience scanning forensic laboratory records for an accredited crime laboratory or law enforcement agency.
- Shall be able to locate all documents prior to their being scanned.
- May request individual case files be returned to lab if necessary and shall have 24/7/365 access.
- May opt for a digital record in lieu of the hard copy case file. 
- Shall allow 24/7/365 access to files via secure Image on Demand portal while files are being processed at Contractor’s site.
- Shall store the scanned case files in a secure climate-controlled environment for five years following scanning or until they are notified by the Forensic Quality Assurance Manager that files can be destroyed, whichever comes later.
- Files will be destroyed after this period by secured means (i.e. shedding, burning).
- At least 300 DPI color scanning is required. 
- All images will be scanned double-sided (duplex). 
- Blank backs shall be deleted.
- Provide 100% image quality inspection of all scanned data.
- Any errors in the scanning process shall be corrected prior to data upload.
- These files shall be identified by the case file number associated with each case in the agency Laboratory Information Management System.
- Ensure that the files provided are PDF file type and shared with agency personnel via a secure methodology such as SFTP.

- Questions/Inquires Deadline: November 7, 2025