Scanning and Digitization Services

The Vendor is required to provide largescale document scanning and digitization services.
- Digitization efforts have been ongoing for several years. 
- Improved access and document integrity are the main priorities of this initiative. 
- Digitization of records will create a more efficient and streamlined process for city staff to produce historical records. 
- Digitization will also allow for the city to share the city’s history and records with a broad audience, not just city staff, but also students, historians, genealogists, journalists, and residents.
- Record inventory and volume estimate
•    The record inventory consists of approximately 105,725 index cards,16,914 bound index pages (contained within 27 bound index books), 46,449 bound pages of record content (contained within 77 bound vital record books) for a total sum of 169,088 estimated records.
•    These books document birth, marriage, and death records spanning from 1849 through the early 1980’s. 
•    Materials vary in format and condition, including loose index cards, bound index volumes, and large-format ledger-style record books typical of late 19th and early 20th century registration systems.
•    The bound book volumes average approximately 18 inches in height and 13 inches in width, with page counts ranging from 260 to 1,028 pages per book and an average of approximately 650 pages per volume. The index cards are 2 inches high and 5 inches wide.
- Record condition
•    The records are in mixed condition, ranging from “poor” to “good.” 
•    Several record books include loose pages, broken binding, and are quite fragile. 
•    Others are considered “good” condition with little damage. 
•    The attached inventory classifies each book’s condition with notes regarding the type of the damage.
- Indexing requirements
•    The records must be indexed following the attached inventory list.
•    All records should meet requirements for searchable pdfs and full-text indexing.
- Image specifications
•    200-300 dpi resolution
•    Color mode: black and white, unless otherwise specified
•    Pdf format
•    Follow city naming conventions using the attached document.
- Quality control requirements
•    Able to provide 99% accuracy. 
•    There be an issue with a scanned document, the vendor will be responsible for rescanning.
•    Provide a 100% inspection of all scanned materials to ensure the scanned materials meet expectations.