Scanning Services

This contract provides document scanning, indexing, and digital conversion services to support secure records management and archival operations. It connects entities with qualified suppliers that deliver high-resolution imaging, OCR-enabled searchable PDFs, secure document transport, quality control, and compliant records destruction.

Key Service Categories:

1. Document Scanning and Imaging: Minimum 300 dpi scanning with multi-page PDF output and proper page orientation
2. OCR and Indexing Services: Conversion to searchable PDFs with metadata for direct import into Laserfiche
3. Secure Handling and Transport: Climate-controlled pickup, inventory tracking, and safeguarded document storage
4. Quality Control and Testing: Test runs, 20% image consistency checks, calibration standards, and final verification against inventory
5. Records Destruction Services: Cross-cut shredding with certificate of destruction and on-site oversight
6. Project Estimating and Reporting: Written not-to-exceed estimates, progress summaries, and detailed invoicing

Benefits Aligned With Desired Outcomes:

1. Regulatory Compliance: Meets ANSI and AIIM standards with CJIS, NERC, FERC, HIPAA, and SOC 2 security requirements
2. Secure Document Custody: Controlled chain-of-custody procedures and rapid document retrieval within one business day
3. High-Quality Digital Output: Accurate, searchable PDFs requiring no post-processing by entities
4. Transparent Project Control: Defined work hours, written authorization, and documented inventory reconciliation
5. Risk Mitigation: Certified destruction and documented safeguards for sensitive and irreplaceable records

This contract supports secure digital transformation of municipal records while preserving document integrity and regulatory compliance.