Turnkey document digitization, electronic storage, and secure destruction services

Vendors provide turnkey document digitization, electronic storage, and secure destruction services for approximately 3,000 boxes of records.
The project includes:
• Inventory and pickup of records
• Secure transportation
• Document preparation
• Scanning and OCR conversion
• Indexing and metadata capture
• Quality assurance
• Secure cloud-based document repository
• User access and retrieval
• Secure destruction of paper records
• Project reporting and closeout
2.2 Estimated Volume
- County Housing estimates:
• Approximately 3,000 banker boxes
• Approximately 2,100 boxes for scanning
• Approximately 900 boxes designated for destruction only
- Scanning Requirements
• Scan documents at a minimum of 300 DPI
• Create searchable PDF files
• Apply OCR technology
• Scan single-sided and double-sided documents
• Preserve original file order
• Capture all pages and images
• Maintain image quality suitable for long-term records retention
- Indexing and Quality Control
• Provide folder-level indexing at a minimum
• Capture metadata fields identified by COUNTY HOUSING
• Perform quality control reviews
• Correct scanning or indexing errors at no additional cost
• Minimum performance standards:
• 99.5% image accuracy
• 99% indexing accuracy
• 98% OCR accuracy