Lease File Scanning and Digitizing Services

The Vendor is required to provide for scanning and digitization services for lease files and related documents into searchable PDF/A-1a or higher format.
- Scan paper lease documents to digital files
- Division will provide an excel file with a list of Lease IDs for each lease to scan.
- Output must be in a standard PDF/A format (preference to be given for higher levels, e.g. PDF/A-2):
• PDF Format Option: PDF/A-1a (includes accessibility features such as tagging and logical reading order)
• PDF Format Option: PDF/A-1b
• All documents must be fully text searchable.
• All documents must include embedded OCR layer.
• Handwritten recognition not required.
- File naming convention:
• Lease document: LeaseID-legaldocs.pdf. Example: GL1234-legaldocs.pdf.
• Other documents: LeaseID-boardsubmittals.pdf, LeaseID-compliance.pdf, LeaseIDcorrespondence.pdf, LeaseID-appraisals.pdf.
• Each lease should be scanned into multiple files (usually 5 files) based on document sections.
• Create one folder per lease containing the digitized files, preserving original document order.
• Vendor to provide an excel file containing a list of files created, including: file name, Lease ID, page count, notes/issues, etc.
• Resolution: minimum 300 DPI Color
• Color, Double-sided (as needed)
• Ensure all pages are captured, oriented correctly (upright), and legible
• Provide skew correction
• Remove blank pages unless they contain marks or significance
• Bookmarks will not be used.
• Metadata will not be used.
• Include certified mail documents (group smaller items together on one page).
• If original is in color, please scan as color.
• If original is in black/white, please scan as greyscale.
• For each lease which has been completed, add a lavender colored page stating the date the scanning was completed, the Lease ID, and any relevant notes or exceptions.
- Volume Estimate:
• Initial project: 1 Lease
• Number of Leases over