Back File Scanning Services

The Vendor is required to provide back file scanning digitization services including but not limited; to tenant files, landlord files, program files, financial records, inspection reports, correspondence, and administrative records.
- The back-file scanning is to digitize historical paper files and current tenant files both active and terminated for improved accessibility, compliance, and storage efficiency.
- Documentation and project initiation
•    Coordinate scanning priorities to support audits, litigation holds, monitoring reviews, or HUD reporting needs.
•    Prepare documents for scanning, including removal of staples, clips, bindings, and folders.
•    Maintain original files order and integrity in accordance with housing and urban development (HUD) and authority.
•    Identify and log exceptions such as damaged, oversized, or sensitive documents.
•    Ensure optical character recognition (“OCR”) accuracy supports document retrieval and audit requirements.
•    Apply OCR to enable full text search capability.
•    Provide OCR text embedded in files or as separate data outputs, as specified.
- Volume estimate
•    The following volume estimates are provided for planning and pricing purpose only and do not constitute a guarantee of actual quantities. 
•    Based on a preliminary internal review agency estimate.
- Housing choice voucher (“HCV”) program
•    Number of participant files: approximately 12,959 active and inactive voucher files.
•    Average pages per file: approximately 225 pages per file.
•    Average annual recertification: approximately 100 pages per year per participant.
•    Average annual relocations: 1,343 per year.
- Archive and backlog: 
•    The document lists an estimated approximately 60,000 banker boxes per year.
- Backlog growth: 
•    Approximately 6,500 pages per year for current participants.
- Vendor safeguard responsibilities
•    Restricting access to authorized personnel only
•    Secure storage of physical and electronic records
•    Encryption or secure transmission of electronic data
•    Prohibition on unauthorized copying, sharing, or disclosure
•    Immediate notification to the housing authority of any actual or suspected data breach.