On-Site Digital Conversion Services

Vendor needs to provide, provide on-site digital conversion services estimates approximately five hundred twenty thousand (520,000) documents need to be digitized.
- Digital conversion of documents including, but not limited to:
a. Document preparation including, but not limited to, removing documents from boxes/file folders, removing binding materials of any kind, taping torn documents to scan, and properly orienting pages. Documents are not required to be reassembled after scanning but must be bundled to maintain each discrete file. An example may be placing all documents inside a file folder and securing them by
rubberbanding the file/s together.
b. After training by GMB staff, creation of separator sheets that include, at a minimum, licensee name license number, and document type.
i. Separator sheets are not to be imaged as part of the final digital document.
c. Scan1 documents with the following specifications:
i. Minimum 300 dots per inch (DPI)
ii. Auto color detection
iii. Full-text optical character recognition (OCR)
iv. Multi-page PDF file type
d. Ensuring each folder of paper documents is converted into one digital document.
e. Creating appropriate file names in the specified format, based on index fields from separator sheets and boxes of documents, requesting clarification if needed to ensure correct identifiers are used
f. Quality assurance to confirm:
i. Images are legible and rotated as appropriate for reading, and
ii. Files are captured and indexed correctly.
g. Uploading digitized files to a secure network folder as specified by GMB for QA, then, after passing QA, transferring digitized files to Laserfiche, GMB’s record management system.