Document Digitization and Archiving Consultant Competitive Services

The Vendor is required to provide comprehensive document digitization services, including the conversion of physical records into high-quality digital images, indexing, quality assurance, secure handling, and optional hosting capabilities.
- Provide a scalable, secure, and auditable solution designed to enhance accessibility, improve operational efficiency, and ensure compliance with applicable regulatory standards.
- Estimated Volume
•    Approximately 885,600 standard paper images
•    Approximately 11,900 wide-format images (architectural plans)
- Breakdown:
•    Standard paper:
o    ~10,440 files
o    Average ~75 pages per file
o    Approximately 13% duplex
•    Wide-format:
o    Approximately 100 sheets per roll
•    Departments Services
o    Building
o    Tax Assessor’s Office
o    Clerk/Admin as an alternate price
- Document Preparation
•    Standard Documents
o    Removal of staples, clips, bindings
o    Repair of torn pages
o    Flattening of folded or creased pages
o    Preparation for high-speed scanning
•    Wide-Format Documents
•    Heavy preparation required, including:
o    Unrolling and flattening
o    Handling of delicate materials
o    Preservation-conscious preparation methods
- Scanning Specifications
•    Color scanning at 300 DPI minimum
•    Duplex scanning capability
•    Automatic blank page detection and deletion
•    Non-destructive scanning required for bound or fragile materials where applicable
•    Support for both standard and large-format documents
- File Format and Delivery
•    Output format: Searchable PDF (OCR-enabled)
•    Metadata output: CSV format
•    File delivery via:
o    Secure File Transfer Protocol (SFTP) or equivalent secure method
•    Final delivery shall be provided in a single consolidated release unless otherwise approved
- Indexing Requirements
•    Capture of key metadata fields, including:
o    Block Number (approx. 9 characters)
o    Lot Number (approx. 9 characters)
•    Double-key data entry (or equivalent verification process) required for critical index fields
•    Vendor shall ensure high accuracy in metadata capture
- Document Tracking and Inventory
•    Real-time or near real-time tracking of records throughout the digitization lifecycle
•    Ability to track records from receipt through final delivery
•    Reporting capabilities for project status and inventory control.
- Image Processing and Enhancement
•    Automated image enhancement required, including:
o    Deskewing
o    Despeckling
o    Contrast adjustment
•    Final images must be clear, legible, and properly aligned.