Document Scanning Services

The Vendor is required to provide document scanning services to gather market information and obtain estimated pricing associated with the potential imaging and digitization of approximately 50 million paper records currently maintained in long-term physical storage.
- Document imaging and preparation services
• Document preparation services required prior to scanning activities, including removal of staples, paper clips, bindings, and handling of damaged documents.
• Capabilities for processing records with varying conditions and characteristics, including:
• Single-sided and double-sided (duplex) pages
• Letter and legal-size documents
• Mixed paper quality and age
• Torn, wrinkled, damaged, or otherwise degraded paper documents
• Scanning and imaging methodologies for high-volume document conversion.
• Estimated pricing for:
• Single-sided document imaging
• Double-sided (duplex) document imaging
• Letter-size document imaging
• Legal-size document imaging
• Equipment requirements and responsibilities, including:
• Vendor-provided equipment and associated costs
• Department -purchased equipment options and associated setup requirements
• Initial implementation and setup costs
- Indexing and search capabilities
• Indexing methodologies and metadata creation
• Search and retrieval functionality
• Optical character recognition (OCR) capabilities, if available
• Methods for organizing and categorizing imaged records
• Quality assurance procedures used to verify indexing accuracy
- Storage and hosting options
• Available storage environments and associated pricing models
• Department -compliant storage capabilities
• Options for storing electronic records within department managed environments rather than vendor hosted solutions
• Long-term storage, retention, and archival capabilities
• Backup, disaster recovery, and business continuity capabilities
- Operational approach and logistics
• On-site scanning services performed at department facilities
• Off-site scanning services requiring transportation of records
• Document transportation processes and chain-of-custody procedures
• Security and preservation methods used during transport if records are shipped
• Processes used to prevent document loss, damage, or unauthorized access.