Scanning and Indexing Services

The Vendor is required to provide comprehensive scanning and indexing services, including permits, plans, and other documents for the city.
- Entails scanning and indexing building permits, plans, index cards, street cards, microfilm rolls including delicate plans and aged documents. 
- Document sizes range from 3" x 5" to 44" x 48", with most sheets measuring 24" x 36".
- Document pickup, processing, and return:
•    Pickup: documents will be collected in batches as directed by department
•    Logging: 
o    Use a "tally sheet" that must be approved by officer-in-charge, to log and track permit. 
o    Tally sheet will include: date of scanning, tax map key number and document type.
•    Preparation: documents must be prepared without damage by performing the following:
o    Opening rolls
o    Removing bindings and staples
o    Unfolding drawings and flattening creases
o    Aligning bent corners
o    Cross-referencing to the tally sheet
•    Scanning and indexing: as outlined in sections no. 7 and 10 below. 
•    File delivery: store pdfs and tiffs on an external hard drive or approved media. 
•    City retains exclusive ownership of scanned images. 
•    Document return: reassemble, rebind, and refold permits as originally bundled. 
•    Confirm returned documents using the tally sheet. 
•    Scan specifications:
o    Single-page tiffs for all permit pages
o    Single-page pdfs for individual permits
o    Multi-page pdfs for permits with multiple pages (capped at 25mb per file)
o    Pdfs must be text searchable using optical character recognition (OCR)
o    Resolution: minimum 300 dpi
o    Color: scanned in color or black and white, as requested by the city
•    File schema:
o    Plans: building, site, and infrastructure plans
o    Permits: historical and current permits
o    Index cards: 3”x5” cards (e.g., street card names)
o    Microfilm: digitized microfilm records
o    Other documents: additional supporting materials
•    File indexing:
o    Document type: plan, permit, index card, microfilm, other
o    Project and permit number: if applicable
o    TMK/street name/address: for location-based records
o    Date: YYYYMMDD format
o    Sheet size: auto-populated by scanner
o    Notes: condition (fragile, torn, etc.)
o    Size categories
o    Small: 3”x5” to 8.5”x11”
o    Medium: 11”x17” to 24”x36”
o    Large: 32”x42” to 44”x48”
o    Oversized: exceeding 44” in width or height
o    System compatibility
o    Schema must integrate with both the old and new permitting systems.
o    Flexible metadata fields to allow for seamless migration.
o    Ongoing review
o    Regularly review the schema.
o    Adjust categories, naming conventions, and metadata fields as necessary.