Document Imaging Services

The Vendor is required to provide document imaging services shall be provided under this contract on an as-and-when requested basis and will be managed through a task authorization (TA) process.
- TA will be used to initiate work under the contract and will identify the specific requirements for digitization, including the list of files to be processed, as well as applicable volumes, and timelines.
- Digitization services details:
• Provide instructions to transport departments on how to prepare files for shipments
• Handle different types and qualities of paper including standard office and letter paper, contracts with official seals, and vessel blueprints. Some paper may be over 50 years old and may be torn or worn away.
• Documents must be scanned in color where required, at a minimum resolution of 300 dots per inch (dpi).
• To ensure that appropriate quality assurance and control standards are met, transport requires, as part of the initial test scan, a sample of 100 digitized files prior to full production, following contract award.
• Files must be provided in searchable pdf/a format to facilitate replacement and use by clients.
• Optical character recognition within scanned files must be enabled.
- File handling and processing responsibilities:
• Receive files from transport -authorized information management personnel.
• Coordinate with transport for the pickup and delivery of files, in accordance with schedules and procedures established by transport.
• Upon receipt of boxes, the contractor shall ensure that the order of the files is maintained and that each file is accurately returned to its respective box following scanning.
• Prepare files for scanning (including removing staples, paper clips, post-it notes, and other obstructions).
• Scan documents in accordance with defined technical and quality standards.
• All documents must be produced in pdf/a format.
• All digitized documents comply with the web content accessibility guidelines (WCAG) 2.2, level AA, or the latest version in effect at the time of the task authorization (TA).
• Transfer scanned documents through secure gateway system.