Monthly Storage Services Currently records are on-site in two locations. Goal is to reduce as much paper as possible, digitize some permanent and frequently accessed records. Town would like to empty the OLD Town Hall location at 345 Main Street. New Town Hall has a vault and two storage rooms. Only hard copies we want to see will have short retention schedules (no need to digitize) and older/historic media that may be difficult to digitize, although it would be nice to see if we could preserve books/ledgers digitally without destroying the bindings. Archiving Services Physical Storage and existing database inventory created by current outside vendor-ongoing management and destruction/management. Town is seeking highly secure cloud based unlimited storage with ability to pull in retention schedules from existing Access based Database to allow for additional reporting and also destruction of any non-permanent records housed in the digital environment, according to the retention schedule linked to each record type in the database (taken from the state municipal record retention manual). Retrievals Services Town would like all employees to be able to access the cloud based secure database to search, retrieve, print, email, redact non-original copies being sent to outside parties, encrypt data/emails. Ability to narrow searches, ability to limit documents to a department(s), mark as Public Document or Not a Public Document and limit search results as needed. Ability to link cloud database to our town website to allow the public to retrieve documents that have been marked as a Public Document, for public research. All PDF’s should be searchable and ADA compliant. Transportation delivery/pick-up services For documents not yet scanned or microfilmed by the current “hard copy” vendor; the Vendor/Respondent will need to have the ability to prep and scan documents and return them to the exact same placement and order in the boxes for future microfilming for some records. For the purposes of a quote to the Town, there are approximately 1,700 boxes that may need to be prepped, scanned, and digitized. The respondents, in this scenario, would need to be able to send the PDF/A or TIFF scans electronically to our “hard copy” vendor. The Town would like to create and store microfilm as a backup to the cloud documents in our vault which will serve as our final “hard copies” to save space in addition to preserving the integrity of the information within the documents. Emergency delivery/pick up services Please provide a quote for on call pick up or delivery of boxes/documents upon request. If digital delivery Town would request that be delivered free of charge. For physical service, please break down Staff/Fuel/Mileage/per box cost.
