Scanning Services

The vendor required to provide scanning services and document management software.
- Pick-up services
•    Vendor must maintain full chain of custody for the records.
•    Provide pickup services for boxes to vendor location on an on-going project basis. 
•    Scheduling flexibility to be mutually agreed upon by named vendor and city.
- Document preparation
•    Vendor to remove all binding materials.
•    Vendor to tape down any small items.
•    Vendor is to move and tape any item covering information to a blank sheet of paper for subsequent scanning
•    Vendor to straighten all documents as necessary for legibility.
•    Vendor to unfold any required documents
- Scanning
•    Vendor to ensure documents are scanned at 300dpi.
•    Provide scanning in greyscale, bi-tonal and color manner.
•    Vendor to ensure the image format will be pdf.
•    Vendor will ensure border removal on non-standard size images.
•    Vendor to ensure image enhancement through programmatic means
- Quality control
•    Provide quality control service at page-level.
- Indexing
•    Provide indexing services broken down by each individual department’s need.
- Uploading of metadata and images
•    Provide regularly scheduled uploads into the document management system as agreed upon by the specific city of department.
- Support and maintenance
•    24/7 phone support
•    24/7 access to knowledge base articles
•    Discussion forums and education resources available to city departments
•    Access to new releases and product update.
- Add alternate- software- document management software
•    Vendor must have in-house, technical support staff for any 3rd party software and be a reseller for the third-party software vendor. 
•    Software for indexing must be Lanserfiche or comparable software with equivalent capabilities. 
•    Provide customer the capability to scan in documents and add them to any additional third-party repository with the ability to search them within said repository post contract completion.
•    Provide one or more licenses to document management software
•    Phone support from reseller's engineers
•    Second level support through software company from supplier consulting.
•    24/7 access to knowledge base articles
•    Discussion forums and education resources from the software support site
•    Access to new releases and product updates from the software support site.