SCOPE 1. Respondent will provide transportation of documents to and from their facility. Documents are located at: Kent County Probate Court 180 Ottawa Ave NW, Suite 2500 Grand Rapids, MI 49503 2. Respondent will provide boxes and place approximately 10,000 files into boxes for transportation. Page 2 of 4 3. Respondent will prepare approximately 10,000 files for scanning. Preparation includes, but is not limited to, the following: a. Removing all staples and paperclips b. Repairing documents c. Unfolding documents d. Taping documents (if necessary) e. Separating documents and indexing (barcode, manual, or auto‐fill) provided data 4. Respondent will scan an estimated 10,000 case files containing approximately 950,000 pages. 5. Respondent will OCR all pages. 6. Respondent will keep documents in order in the case file. One (1) folder is equal to (1) case number unless there are additional volumes, which would be labeled on the physical file (ex., Volume I, Volume II). a) Each case file will be scanned as one (1) large TIFF image. Original documents larger than legal document size can be scanned separately from the rest of the file with the same keywords for that case number. 7. Keyword information will be provided by Kent County in a data file for Respondent to match with paper files for scanning and indexing. 8. Most documents are black and white (color documents are to be scanned in greyscale), duplex, 8.5” x 11”. Less than 2% of total project are oversized or large format documents. 9. Color documents, photos, and maps (5% of total) will be scanned in black and white/greyscale. All other documents are grayscale or black and white. 10. All files will be scanned in the order received and returned as quickly as possible. Kent County staff will be responsible for the destruction of documents. 11. Respondent will visually inspect images for quality. If an image appears to have a problem due to scanner settings or scanner error, it must be rescanned at no charge.
