Digitization of Police Records

The Vendor is required to provide to inventory, handle, digitize, scan, index, and return or securely transfer archived Police Department records currently stored at the county.
- These materials may include highly sensitive law enforcement records and related contents, including but not limited to case files, paper documents, photographs, microfilm, and other confidential or restricted records.
- Provide all labor, supervision, equipment, materials, transportation, and related services necessary to complete the digitization of archived Police Department records.
- Services shall include, as applicable, records pickup or on-site mobilization, inventory and tracking, document preparation, scanning, image capture, indexing, quality control, secure file delivery, and return of original materials or secure destruction if expressly authorized by the City in writing.
- Sensitive and Confidential Records. Because the records involve police case work and may contain criminal justice information, crime scene photographs, witness statements, evidence-related documentation, personally identifiable information, juvenile information, medical or protected information, and other confidential materials, the vendor shall maintain strict confidentiality and shall implement safeguards for secure handling, storage, access, transmission, and disposition of all records and digital files.
- Security and Chain of Custody. The vendor shall maintain documented chain-of-custody procedures for all materials from initial receipt through final return or disposition. The proposal shall describe how records will be inventoried, labeled, tracked, transported, stored, accessed, and protected from loss, alteration, unauthorized viewing, copying, disclosure, or damage. The City may require background screening, restricted access staffing, audit logs, secure containers, tamper-evident packaging, and written incident reporting procedures.
- On-Site or Off-Site Work. The City prefers a project approach that minimizes traffic and disruption at the Fire Department. Accordingly, vendors may propose either: (a) time-sensitive completion of the work onsite, to the extent feasible, or (b) a secure off-site solution involving pickup, controlled transport, digitization at a secure facility, and return or approved disposition of original records. Vendors shall clearly state which method is proposed and explain all related security controls.

- Onsite Visit: June 23, 2026