Microfilm Digitization, Preservation and Court Records Management Services

The Vendor is required to provide specializing in the handling, preservation, and digitization of government and court microfilm records, including both but not limited to: 
•    Secure handling, tracking, and chain-of-custody documentation for all microfilm materials from receipt through final disposition. 
•    High-resolution scanning of diazo and silver halide microfilm using archival-grade equipment capable of producing preservation-quality master images and access derivatives. 
•    Image processing to ensure completeness, proper orientation, legibility, and consistent quality across all deliverables. 
•    Creation of searchable digital files, including optical character recognition (OCR), where feasible and authorized by the office. 
•    Indexing and metadata assignment using office -provided identifiers, including case numbers, and other descriptive fields. 
•    Secure delivery of digital records via office, approved encrypted physical media, secure file transfer protocol (SFTP), or cloud-based platform meeting office security standards. 
•    Ensuring that all deliverables provided comply with applicable accessibility requirements, including, but not limited to, the rehabilitation act and related standards. 
•    Preparation of project documentation, including inventory reconciliation reports, quality control logs, and chain-of-custody records.
- Archival and imaging standards: 
•    ANSI and AIIM standards for archival imaging and records management 
•    ISO standards for document imaging and preservation 
•    Florida department of state, division of library and information services, records management guidelines the contractor shall ensure that all handling and scanning processes do not damage, alter, or degrade original microfilm, particularly silver halide archival media. 
•    International standards organization (ISO) 19475 part 1-3 specifies the minimum requirements that are necessary for the capture, storage and evaluation of scanned documents to preserve the authenticity, integrity and readability that may be considered for legal, regulatory or business evidential purposes. 
•    American national standard for information and image management-recommended practice for quality control of image scanners and American national standard.
- Inventory verification and reconciliation: 
•    Identify missing, damaged, or unreadable rolls. 
•    Provide written exception and discrepancy reports. 
•    Propose corrective actions for clerk’s office to review and approve prior to implementation. 
•    Have quality control process in place to ensure overall product quality. 
•    This includes ensuring that anomalies are caught early in the process. 
•    Anomalies include the following: 
o    Duplicates, missed images, blank images, smudges and out of focus sections. 
•    Enhance images, when necessary, to improve clarity and readability of the resulting digital image, including adjustments such as focus or contrast to specific areas of a page, provided such actions do not alter the original content or information contained in the document. 
- Digital deliverables: 
•    Preservation master image files in tiff or other clerk’s office -approved archival format. 
•    Access files in pdf other clerk’s office-approved format. 
•    Structured metadata and index files compatible with the office records management systems. 
•    Final project report summarizing volumes processed, exceptions, and compliance with contractual requirements. 
•    All digital deliverables shall comply with applicable ADA accessibility standards, including but not limited to section 508 of the rehabilitation act. 
- Please note that the main RFP documents are not posted on our website. Copies may be obtained from the original website for a nominal fee of $5.00.