Digitization of City Records

Vendors to provide comprehensive digitization services for permanent municipal records; project includes secure pickup and transportation, non-destructive document preparation, archival-quality scanning, image-by-image quality assurance, indexing and metadata creation, digital delivery, and return of all original records.
- City maintains approximately 301 oversized bound record books containing an estimated 300,000 pages of historical and official municipal records
- Scanning Requirements
• Color pages: full color at a minimum of 150 DPI.
• Black-and-white (bitonal) pages: minimum 300 DPI.
• Capture the entire page without loss of text, page edges, handwritten notes, stamps, seals, annotations, or other record information.
• Properly orient images and preserve record sequence.
• Capture blank pages when necessary to preserve sequence or context, unless otherwise directed by the Historical Commission.
• Produce images free from material skew, distortion, shadows, blur, clipping, or excessive compression.
- Digital Deliverables
• Master images in TIFF or another archival format approved in writing by the City’s Historical Commission.
• Searchable PDF derivatives where applicable.
• OCR-generated searchable text where source quality permits.
• Complete indexing database.
• Import files for future integration with the City's designated records management/database system, if applicable.
• Secure electronic transfer and/or external backup media as directed by the City.
• A final inventory/reconciliation report confirming all volumes/pages processed and all deliverables returned.