2026 Document Scanning Services

The Vendor is required to provide document digitization services including the secure collection, preparation, scanning, indexing, electronic delivery of municipal records and large-format documents, and destruction and return of original documents.
- Access to records by digitally scanning them thus limiting the need to physically access the records.
- Requirement:
• Services shall include secure transport, document preparation, scanning, indexing, quality control, and return or disposition of records as directed.
• Responsible for maintaining secure custody of all records throughout the duration of the project and ensuring the integrity and confidentiality of municipal information.
• Offsite scanning services at an approved secure facility.
• Services shall include:
o Secure collection, transportation, and handling of documents from designated municipal facilities to the vendor’s scanning facility.
o Secure return of physical documents upon request or at project completion.
o Scanning of both standard-size and large-format documents.
o Maintenance of a documented chain-of-custody process to ensure records are monitored and accounted for throughout all stages of handling, processing, and delivery.
o Electronic delivery of completed digital files to the municipality in an agreed-upon format and transfer method.
• Maintain a tracking system to allow for retrieval of any document that is in process.
• Document preparation includes, but is not limited to, straightening folded documents, removal of staples, binder clips or paper clips, removal of documents from binder or file folders and fasteners, or any other type of document retention fastener.
• Scanning of documents in a mutually agreed upon accessible and searchable pdf-a format.
• The scans should be a complete and true representation of the original and must reflect the tone and color of the original copy.
• Index of all scanned documents in mutually agreed upon indexing system and format.