The vendor required to provide for scanning and digitization, scanning to make an electronic copy, and then after digitizing, completing certificate of records disposal paperwork prior to shredding and destroying of the hard copy paperwork and electronic and digital material.
- Document transportation
• Transport the sixty-six (66) boxes of frozen documents from the united cold storage facility in state, to the vendor’s facility.
• Ensure that the documents remain frozen during transport and prior to the restoration process beginning.
• Until the restoration process begins, contractor shall stabilize the documents inside a secure freezer.
• Store the documents at its facility while the restoration process is occurring.
• Contractor shall take all necessary safety precautions for handling documents that were previously wet.
- Initial assessment and work plan
• Conduct an initial high-level assessment including but not limited to:
o The documents in the inventory including quantities and the conditions.
o The type and extent of restoration needed for documents.
o The documents need to be sorted based on their condition and potential for remediation.
o Restoration needed in order to scan the documents based on the conditions of the documents.
o Based on that assessment, contractor shall develop a work plan for department review and approval.
o Timeline of the restoration of all documents.
• The restoration work until department provides written approval of the work plan.
• The work plan shall be a detailed plan by which to monitor the progress of the work.
• The work plan shall include, but not be limited to, the following sections:
o The type and extent of restoration needed for the documents.
o All major tasks and activities.
o Start date for each task and activity.
o Completion date for each task and activity.
o Job title of staff resource(s) assigned to each task and activity.
o Completion criteria for each task and activity.
o The contractor shall deliver the work plan to the department for review and approval.
o Deliverable: final work plan
o Due: two (2) weeks from the effective date
• Provide a weekly project report to the state that includes, but is not limited to, the following:
o Updates on documents that have been restored.
o Documents and boxes that are still frozen.
o Anticipated delivery dates of pdf files for those documents.
o Any challenges that may have occurred during the week the report covers.
• Due: weekly, by each Friday, close of business
- Document restoration
• Via sublimation or other industry-standard process as recommended by the vendor remove moisture from all records and boxes.
• Remediate the documents as necessary to allow for scanning of the documents.
• The document remediated for long-term preservation purposes as it will not be maintaining the paper document, it will only be keeping the scanned, electronic copy.
• Scan the documents to make portable document format (pdf) electronic documents.
• If possible, contractor shall when scanning of afterwards ensure that the pdf uses optical character recognition.
- Electronic document return and paper document and electronic and digital material destruction
• The scanned documents in a consistent, logical order in appropriate file folders.
• Documents should be saved into folders by year and by type of document (mediation documents, federal complaints, state complaints, and due process hearing documentation).
• Contractor shall clearly title all pdfs.
• Some of the boxes contain department, thumb drives, or other data storage devices.
• If the files on the electronic media are retrievable, contractor shall also save this information in the file folders in logical order.
• After scanning the documents to make portable document format (pdf) electronic documents and retrieving any information from electronic media (from department, thumb drives, or other storage devices in the boxes), shall use a secure file transfer protocol to send the electronic documents to department.
• By Friday, close of business, of each week, contractor shall send department the documents scanned that week and any files retrieved from electronic media.
• If department finds that there are issues with the clarity of the scan, contractor shall rescan the documents.
• Because the documentation contains personally identifiable information (PII), the contractor shall shred or otherwise destroy the paper documentation and any department, electronic media, or thumb drives so that PII is not retrievable.
• Contractor shall only destroy documents after the following has occurred:
• Cde has confirmed in writing that the clarity of the scans for that particular document are acceptable and that the information is copied over from any electronic media if information is retrievable.
• The certificate of records disposal (see appendix f) or provide department with all necessary information so that department can complete the certificate of records disposal for all paper documents and electronic media.
• The completed certificate or all necessary information to department so that department may send it to the state archivist.
• The state complaint, due process complaint, and mediation files from 2017 to mid-march 2020 contractor shall also complete the portion of the form filled in for physical destruction of digital material that are being destroyed.
• This will need to be recorded by the year.
• Already scanned state complaints, due process complaints, and mediation files from mid-march 2020 to present so contractor shall not digitize and scan those documents.
• Instead, contractor shall simply complete the certificate of records disposal information so that it can be reported to state archivist prior to the contractor shredding and disposing of those files.
- Contract Period/Term: 1 year
- Intent to Bid Deadline: January 26, 2026
- Questions/Inquires Deadline: January 14, 2026
