Digitization of Historical Land Records Services

The Vendor is required to provide Microfilm Conversion, Digital Imaging, and Archival Indexing Services for approximately 10 million historical land record images dating from 1923 to 1988.
- The source records exist as 16mm microfilm reels and as mechanical bound volumes with physical pages.
- The project's objective is to digitize these records to preserve and safeguard the integrity and irreplaceable history of the County.
- Perform on-site scanning of all provided microfilm and bound book records, with indexing by book and page (and other relevant metadata) so that digital images can be retrieved by those indices.
- All work must comply with archival standards suitable for permanent official records.
- The Clerk reserves the right to award the project in whole or in part, or in phases by record type or date range, at its discretion.
- The continuation of services will be contingent on available funding, and the Supplier must agree to adjust project timelines or scope if such a pause becomes necessary.
- The Clerk further reserves the right to pause, delay, or suspend the project at any time due to funding availability or budgetary constraints.
- Must have the ability to capture each master image at a minimum of 300 Dots per Inch (dpi) and 256 levels of grayscale for best quality, using a NextScan Eclipse 2000 with NextStar Plus software or a proven equivalent hardware/software solution.
- Must have demonstrated ability to perform indexing of historical land records (at minimum, indexing images by Book and Page, as described in Specification).
- Must provide perpetual software licenses (e.g., ImageXpress or similar) for retrieval of images during the project, with up to 25 user licenses for the Clerk's staff at no cost to the County. There shall be no additional fee for the County to continue using the software postproject (if the Clerk chooses to do so).