Document and Media Scanning Services

The Vendor is required to provide document and media scanning services for agency and various other county agencies that may have need of these services, which include pickup and transportation, preparation, scanning, indexing, conversion and other related services.
- The primary records to be scanned shall be letter and legal size pages, and may also include other formats, such as microfiche, microfilm, drawings or other record media.
- Document imaging/scanning and media conversion of microfiche, microfilm or other media to Portable Document Format (PDF) with large size drawings and standard size documents converted at a minimum of 300 dots per inch (dpi).
- Responsible for the preparation of documents prior to scanning. Preparation of documents shall include, but not be limited to, the removal of staples, unfolding pages, repair of any ripped pages with transparent tape, and orientation of pages.
- Documents shall be scanned in the same order as they are physically batched, regardless of size and weight.
- Scan images to PDF at a minimum resolution of 300 dpi. Image is defined as a single side of a page.
- Documents containing text shall be converted into a searchable PDF using Optical Character Recognition (OCR).
- Documents shall be rotated to provide maximum readability (e.g., letters shall be in proper orientation when document is displayed without rotation.).
- Software intelligence shall automatically delete blank documents.
- The scanned images produced should normally be done in black and white; however, some documents may require grayscale or color depending on the information contained within the documents. If grayscale/color conveys information, and producing black and white documents would cause the loss of information conveyed, adjustments must be made accordingly.
- If a document contains information on both sides of the document, both sides shall be scanned.
- Wide format documents (e.g., engineering drawings, etc.) shall be scanned in color and black and white depending on the information contained within the documents.
- Provide automated daily, weekly, and monthly document imaging reports.
- Automatic contrast control for scanned documents is required.
- Capability to provide output to a DVD, external hard drive, encrypted transfer to off-site repository, or other appropriate approved media to be returned to the County.
- All scanning work is performed in a secure facility with twenty-four (24) hour surveillance and access control including a security system that is monitored and employs cameras, motion detectors, smoke detectors, security check-in area, inspected and tested fire suppression system, backup power generator, etc.