Licensing Document Digitization and Scanning Services

Licensing Document Digitization and Scanning Services for paper-based files and records across several regional offices
- Digitization Services
1. Be responsible for converting physical, analog, or static documents, and records into searchable, structured digital formats.
2. Manage the end-to-end process of transferring, scanning, indexing, and storing records securely, ensuring high-quality digital surrogates.
3. Ensure the correct Provider ID is associated with files for organization and indexing.
4. Develop and use a file categorization that aligns with childcare licensing categories.
5. Upload data into electronic document management systems (EDMS) or Cloud repositories as identified by the State Project Manager.
- Digitization and scanning specifications:
1. Contractors must use equipment and processes capable of capturing all information from source records without causing physical damage.
2. Bitonal (black and white) images should be 300-600 ppi, with 600 ppi recommended. Grayscale should be 300-400 ppi and accurate color mode (RGB).
3. Deliverables must follow approved formats, such as TIFF, JPEG2000, or PDF/A, ensuring long-term preservation and usability. JPEG is accepted but less preferred.
4. Documents should have 100% positive polarity (black text on white background). Color should be used if necessary to interpret the record.
5. A person other than the original scanner must review images to ensure quality.
6. To avoid significant image degradation, use no less than 85% compression.
7. Ensure proper indexing to make records searchable and retrievable.
8. Remove fasteners (staples, clips), flatten folded documents, and create placeholders for missing pages
9. After scanning, return documents to their original folders/drawers/shelves. Staples/clips do not have to be replaced.
10. Document the digitization process, including who scanned the document and when the quality control check was performed.
11. Digital records must be stored on a secure, central server or approved cloud solution.
- Place of Work: Work will be completed at the scanning sites