Microfilm Digitization and Indexing Services

The Vendor is required to provide digitization of microfilm records and the import of digitized files into the county’s designated system.
- Digitization of microfilm records
• Digitize approximately 300 rolls of 16mm microfilm at archival- quality resolution sufficient to preserve legibility of all source records.
• County estimates that there are roughly 4,500 images per roll.
- Document separation and organization
• Following digitization, the selected vendor will organize the sequentially scanned images into individual electronic documents.
• Document boundaries are identified by blank separator pages within the microfilm sequence, which indicate the end of one document and the beginning of the next.
• Use these blank separator pages to separate and compile images into their respective document files.
• County estimates the average document length to be approximately blank separator pages shall be used solely for document boundary identification and shall not be included in the final delivered electronic files.
- Indexing of digital records
• County utilizes Hyland on base for electronic document management.
• Indexed metadata in a delimited flat-file format (csv or other county-approved format) suitable for import into Hyland on base.
• Final format specifications will be coordinated with county prior to production.
• At a minimum each document needs to have a file number and file name.
• Preferably the county would desire that each document is indexed in the following categories:
1. File number: four digit year - 6-digit case file number (including zeros in front if four or five numbers) - 2 letter case suffix
o 2026-001120-dm
2. Plaintiff name: first and last name of plaintiff(s)
o Jonathan smith
o In some cases there may be more than one plaintiff. The vendor will need to index each plaintiff's name.
3. Defendant name: first and last name of defendant(s)
o Jane doe
o In some cases there may be more than one defendant.
o Need to index each defendant's name.
4. File name: this name is typically plaintiff(s) v defendant(s)
o Jonathan smith v jane doe
o In some cases there may be more than one plaintiff and defendant.
- Digital deliverables and import requirements
• All digitized images together with a complete, on base-ready metadata load file suitable for ingestion through the county's document imaging processing (dip) process.
• The metadata file must be delivered in a structured, non-proprietary format (csv preferred; TSV or xml acceptable) and shall contain one record per document.
• Each record must include all required index fields specified by the county clerk's office-specifically case number, formatted as four-digit year, six-digit zero-padded case number, and two-letter suffix, plaintiff name(s), defendant name(s), and case name.
• Ensure that each metadata entry accurately corresponds to its associated image file through consistent filenames, identifiers, or batch structures required for automated matching during import.
• All indexing performed during digitization must be fully preserved and represented in the load file.
• Prior to full-scale production, provide a pilot batch (sample images + load file) for IT validation to confirm conformance with on base dip requirements and correct keyword mapping.