Document Storage, Retrieval, Destruction, and Digitization Services

The Vendor is required to provide document storage, retrieval, destruction, and digitization services on a citywide basis.
- Required core services
1. Secure physical storage
• Standard records storage boxes;
• Files and specialty records;
• Oversized or non-standard materials, if applicable.
• Controlled access and restricted entry;
• Environmental controls appropriate to the materials stored;
• Fire protection systems;
• Inventory tracking at the box or file level;
• Audit trail capabilities.
2. Retrieval and delivery services
• Standard retrieval;
• Expedited retrieval;
• Emergency retrieval (tier 1 only).
• Maintain documented chain-of-custody procedures for all records transfers, retrievals, deliveries, and destruction activities.
• Provide secure transportation;
• Track and document all retrieval requests;
• Clearly identify standard and expedited turnaround times.
3. Inventory management and reporting
• A secure system for tracking stored records;
• Online or electronic access for authorized city users to request retrieval, review inventory, and manage records;
• Regular reporting on storage volume, retrieval activity, and destruction activity;
• Audit capabilities and transaction history for records movements, retrievals, deliveries, and destruction activities.
• Support reporting by department, division, account, cost center, or other organizational structure designated by the city.
4. Document destruction services
• Scheduled destruction based on retention schedules;
• On-demand destruction requests;
• Certificates of destruction;
• Compliance with applicable federal, state, and local regulations governing records disposal.
5. Digitization services (optional)
• Scan-on-demand services;
• Bulk scanning projects;
• Indexing and metadata standards;
• Secure electronic delivery of digitized records.