The CONTRACTOR shall: a) Scan all documents provided by the STATE at the CONTRACTOR’s facility. Onsite scanning at STATE offices shall not be permitted. b) Ensure that scans are organized by folder or envelope. This means that one (1) Portable Document Format (“PDF”) file shall be created for each folder or envelope (i.e., one [1] PDF = one [1] folder/envelope). c) Ensure each PDF file is traceable to the physical folder until the CONTRACTOR obtains approval from the STATE to destroy the physical documents as rescanning may be requested by the STATE via email. d) Have the ability to scan documents of various sizes from postcard size to 11” X 17”, in color, grayscale, and bitonal (black and white) and in odd sizes, and single-sided and double-sided documents together. Documents may contain handwritten and/or printed text and graphics, charts, and signatures. Each scanned image shall reflect the color properties of the original document; e) Scan all documents in PDF with Optical Character Recognition (“OCR”) and Intelligent Character Recognition (“ICR”) at three hundred (300) pixels per inch (“PPI”) if documents do not contain images or six hundred (600) PPI if documents contain images, unless otherwise instructed by the STATE via email. If pages contain both text and non-text items, pages should be scanned at the higher PPI rate.
