Document Scanning Services

The Vendor is required to provide document scanning services on an as-needed basis.
- To establish a contract for high-quality scanning, digitizing, and indexing services for the large and small paper documents of various sizes and formats.
- All converted digital files must be able to be stored and indexed.
- This contract will be utilized on an as-needed basis
- Document handling, pick-up, and tracking:
• Must fully understand and comply with strict confidentiality, security, and handling requirements associated with county records.
• All documents provided under this contract are irreplaceable and may contain information that would be protected under HIPAA, FERPA, etc., and must be safeguarded at all times.
• The documents contain highly sensitive and confidential information, including but not limited to personally identifiable information (PII) such as full names, photographs, home addresses, email addresses, identification numbers, driver’s license information, fingerprints or handwriting samples, information related to dependents, grades, and other student records.
- Documents preparation for scanning and indexing:
• Perform “document preparation” as necessary to scan all files-preparation of documents to be scanned: this includes removing all staples and paperclips, repair all torn documents with non-reflective tape, straighten all folded plans and mount any irregular size memorandum on standard 8½ x 11 or 8½ x 14 paper, ensure all post-its or sticky notes on documents are captured in the scanning process, and otherwise make the documents ready for processing.
• Must scan documents as described above into an electronic format and attach associated document indexes so that they can be uploaded, stored, and retrieved.
- Quality control, data confidentiality, and security:
• Ensure the highest quality control and security of all documents to be scanned
• Provide in detail its policies and procedures for ensuring that documents are confidentially secured while records are in the vendor’s custody.