Digitization Services

The Vendor is required to provide digitization services to assist with the digital imaging, index data collection, and creation for all paper marriage records of approximately 3 million paper marriage records.
1. Digital imaging
• Digitize approximately 3 million marriage records from years 1987–1997 and 2000–2007, records of various paper sizes such as 8.5”x7.5”, 8.5”x8”, and 8.5”x11”
• Produce individual black and white tag image file format (tiff) images compatible with department FileNet system
• Prepare documents for scanning (removing staples, smoothing edges, etc.)
• Conduct full image quality review and re scan unacceptable images
• Handle records securely to prevent damage or loss
2. Index data collection
• Extract and compile structured index data for each record
• Ensure data formats are suitable for FileNet import
• Collaborate with department information technology services division (ITSD) to confirm system compatibility
3. Project management and communication
• Provide 3–6 trained staff onsite (depending on space availability)
• Develop and maintain a detailed project plan
• Provide regular project updates (email, in‑person, or virtual)
• Track records in coordination with department
4. Security and compliance
• Maintain compliance with department confidentiality standards
• Protect all personally identifiable information (PII)
• Report any security or data breaches immediately.