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
