The Vendor is required to provide onsite digitization of historical land records dating from 1856–1979, including handwritten books, typed mechanical books, simplex books, and 750 microfilm rolls (1976-1979). These materials represent irreplaceable public records that exist in fragile physical and analog formats.
- The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation.
- The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.
- The Historical Land Records Digitization Project aims to ensure long-term preservation of historical documents, enhance operational efficiency, and provide rapid retrieval for staff and the public.
- Digitization will also establish a unified digital repository that supports accurate research, regulatory compliance such as act, and continuity of operations, while laying the foundation for future automation, improved search capabilities, and expanded public access.
- Vendors to:
• Digitize historical land records on-site in a secure County facility
• Capture high-quality digital images following best practices
• Perform multi-level image quality review
• Perform document grouping and indexing
• Provide deliverables suitable for import into the County Land Records system
• Ensure secure data handling and delivery of digital files
- The project includes digitization of:
• 297 unbound books Trust Deed Books (1856–1921)
• 7,173 typed mechanical and simplex books (1921–1976)
• 750 microfilm rolls (1976–1979)
- Objectives of the Solution
• Preservation and extension of the life of all land records by digitally storing them.
• Readiness for compliance as the digitized documents can be run through automated text identification and searches
• Producing digital images and verified indexing that can be imported into the Land Records system, enabling rapid, reliable search and retrieval of historical documents.
• Eliminating the reliance on microfilm equipment
• Reducing physical handling of books
• Faster response to public and staff research requests
- On-Site Project Setup and Inventory
• Conduct an on-site inventory of all media types.
• Provide all necessary equipment, software, staff, and materials for on-site operations.
• Develop a full tracking method for books/rolls removed and returned to shelving.
• Provide daily or weekly status reports on progress.
- Document Preparation and Handling
• Handle all books and microfilm using archival-safe, non-destructive methods.
• Use scanning equipment that supports bound books without dismantling.
• Carefully remove and reinsert pages from unbound binders where required.
• Notify the County of any fragile, damaged, or deteriorated materials.
- Digital Capture
• Digitize all materials on-site following archival imaging standards:
• Books (Unbound, Mechanical, Simplex)
• Minimum 300 dpi resolution
• Color capture for original color pages
• Non-destructive cradled book scanning
• Single pages captured individually when removed from binders
- Microfilm
• Minimum 300 dpi grayscale
• Full roll capture with sequential file naming
• Capture free of scratches, streaks, or artifacts to the greatest extent possible
- Image Processing
• Image Processing and subsequent steps may be conducted off-site at the Contractor facility.
• Cropping and de-skewing
• Denoising
• Elimination of black borders and artifacts
• Automated polarity correction where applicable
• Conversion of all images to single-page TIFF (Group IV) format
• Creation of external storage sets for original images and TIFF files.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 2, 2026
