Records Digitization and Cataloging Services

The vendor required to provide records inventory, document digitization, OCR processing, metadata creation, and digital cataloging services for the department.
- General tasks:
•    Inventory and assess existing paper records.
•    Digitize documents using high-resolution scanning.
•    Apply optical character recognition (OCR) for full text searchability.
•    Create consistent and accurate metadata and indexing for all documents.
•    Establish standardized file naming and digital organization structures.
•    Deliver fully cataloged digital files in formats compatible with the city's document management and archival systems.
•    Provide recommendations for long-term digital preservation and storage.
- Objectives
•    Conduct an on-site inventory and assessment of all document categories.
•    Develop a document preparation and digitization plan tailored to the city's materials.
•    Digitize all records using industry-standard professional equipment and practices.
•    Perform OCR on all applicable documents to enable full-text search.
•    Create accurate metadata, indexing, and file naming aligned with city standards.
•    Catalog documents for import into the city's digital records environment.
•    Ensure secure chain-of-custody and document tracking throughout the project.
•    Provide final organized digital archives and deliverables in agreed formats.
•    Advise the city on digital preservation standards and recommendations.
- Requirement:
1. Inventory and assessment
•    Conduct an on-site review of all planning and development records.
•    Categorize documents by type, age, format, size, and condition.
•    Identify fragile, oversized, bound, or otherwise specialized items.
•    Develop a digitization plan with recommended workflows, estimated document volumes, and schedule.
2. Document preparation
•    Remove staples, bindings, clips, adhesives, and other obstructions.
•    Flatten creased or folded documents; repair damaged items as needed.
•    Separate oversized documents (e.g., architectural plans) for large-format scanning.
•    Label, barcode, or otherwise track materials for chain-of-custody.
3. Digitization and OCR
•    Scan all documents at appropriate resolutions (minimum 300 dpi for standard documents; higher for oversized documents and photographs).
•    Perform OCR and metadata creation as appropriate to enable full-text searchability and compatibility with city systems.
•    Ensure image quality, clarity, and legibility.
•    Convert files to pdf/a, tiff, or other city-approved formats.
•    Conduct continuous quality control checks.
4. Indexing, metadata, and cataloging
•    Develop metadata fields tailored to city needs (e.g., parcel id, address, case number, meeting date).
•    Apply standardized file naming conventions.
•    Create foldering structures aligned with departmental workflows.
•    Cross-reference records when applicable.
5. Final deliverables and transfer
•    Deliver all digitized documents and metadata on encrypted drives or city-approved storage media.
•    Optional: upload files directly into the city's document management system and provide training, if technically feasible.

- Pre-Proposal Meeting Date: January 23, 2026
- Questions/Inquires Deadline: January 30, 2026