Document Scanning and Digitization Services

The vendor required to provide document scanning and digitization services to convert physical records into searchable digital formats to improve accessibility, storage efficiency, and compliance with record retention policies.
- Provide goods or services that include, but are not limited to:
•    Pickup and secure transport of physical documents from district facilities.
•    Preparation of documents for scanning (e.g., removing staples, repairing tears).
•    High-resolution scanning of paper documents (various sizes and formats).
•    Indexing and metadata tagging based on district classification system.
•    OCR (optical character recognition) to enable full-text search.
•    Secure delivery of digital files in agreed formats (pdf, tiff, etc.).
•    Return or certified destruction of physical documents post-digitization.
- Documents may include but are not limited to:
•    Student records
•    Administrative files
•    HR and payroll documents
•    Special education files
•    Facility and maintenance records
- Technology specifications
1. Technical scanning specifications
•    Resolution: all documents must be scanned at a minimum of 300 dpi (dots per inch).
•    Color mode:
o    Black and white (bi-tonal): standard text documents (white paper with black ink).
o    Grayscale: documents with significant shading, pencil writing, or poor contrast.
o    Color: official transcripts, diplomas, health records with color-coded charts, or documents where color is essential to the record's meaning.
•    Optical character recognition (OCR):
o    All scanned pdf files must undergo OCR processing to make the text fully searchable.
o    Accuracy standard: minimum 98% text accuracy rate for typed text.
•    Image processing and cleanup:
o    De-skew: auto-straighten images that are fed crookedly.
o    De-speckle: remove isolated noise and dots from dirty originals.
o    Blank page removal: automatically detect and remove blank back-sides of pages (with a sensitivity threshold set to avoid deleting pages with faint writing).
o    Rotation: all pages must be rotated to their proper reading orientation (portrait and scape).
2. File formats and metadata
•    Master archival format: pdf/a-1b (iso 19005-1 compliance) is required for long-term preservation. 
•    This format ensures the document remains readable in the future regardless of software changes.
•    Compression: lossless compression (e.g., LZW or group 4 tiff) to reduce file size without sacrificing image quality.
•    File naming convention:
o    Files must be named using a consistent logic to ensure easy retrieval.
o    Format: [studentid]_[lastname]_[firstname]_[documenttype]_[yyyymmdd].pdf
o    Example: 123456_doe_john_transcript_20230615.pdf
3. Indexing and data integration (sapphire and PowerSchool)
•    Index fields: each document must be tagged with the following metadata:
o    Student id number (primary key)
o    Student first name
o    Student last name
o    Date of birth (dob)
o    Graduation year and cohort year
o    Document category (e.g., transcript, health record, IEP, discipline, enrollment)
•    Load file deliverable:
o    The pdf files, the vendor must provide a comma separated value (CSV) or xml index file ("load file").
o    This file must map every pdf filename to its corresponding metadata fields, formatted specifically for bulk import into sapphire k12 and PowerSchool document repositories. 

- Contract Period/Term: 1 year
- Pre-Bid Meeting Date: January 13, 2026
- Questions/Inquires Deadline: January 14, 2026