Document Conversion and File Scanning Services

The Vendor is required to provide professional digitization services to convert and scan physical legal documents and official records maintained by the city clerk, including ordinances, resolutions, and minutes, into accessible, searchable, and secure digital formats while preserving the original content.
- Materials:
• The materials to be digitized include, but are not limited to, City ordinances, bills, and resolutions dating back to the early 1920s. The collection includes approximately 32,000 resolutions and 16,000 bills.
• Most documents are standard letter size, while many of the older records are legal size. Overall, the documents are in good physical condition.
• Individual documents generally range from 1 to 5 pages in length; however, certain records, such as those containing zoning code amendments, bond issues, or similar legislative actions, may be substantially longer.
• To provide prospective bidders with a better understanding of the format and content of current legislation, examples can be viewed on the City’s website under the City Council agenda section.
• All materials provided by the City must be preserved in their original condition.
- Digitization requirements:
• File Naming Conventions: Provide naming conventions for files and any required data descriptors (e.g., document title, date, etc.) to ensure consistent organization and retrieval.
• The vendor’s digitization process must not damage or destroy the original records.
• All scanned items must be OCR ready.
- Imaging Specifications:
• Documents are to be scanned from front to back.
• Scan all manner of documents.
• Each batch scanned must have a batch identifier.
• Duplex scan to capture both front and back of document where needed.
• Color images must be viewable quality so that detail in the image is captured.
• Images must be oriented correctly for viewing.
• Text must be readable up to the edge of the document.
• Image clean-up: the scanned document should be de-skewed, de-speckled, blank pages and black borders removed, hole punch images removed and background color drop out.