Specifications include, but are not limited to: Standards Documents in the possession of the Proposer must be stored in a climate controlled safe and secure location. SNRHA must have access to all documents outsourced to the vendor for scanning upon request, with an electronic copy provided within 48 hours. All scanning, indexing and Quality Assurance (“QA”) must be performed in Resolution(s) as applicable: – 600 dpi - File type Single or Multi Page – PDF, or TIFF. –300 dpi - File type Single or Multi Page – PDF, or TIFF. Duplex scan documents to capture both front and back of document where needed - Images must be oriented correctly for viewing and blank pages must be removed. Image Clean-up: the scanned document should be de-skewed and de-speckled, blank pages and black borders removed and background suppression where the image will be enhanced by such processes. Manual image quality adjustment and QA of every image for clarity, quality, cutoffs or compression errors. Documents indexed with up to 10 fields. Indexing sources may include scan sheets, file folders, and/or image verification. Indexing and image information in XML and CSV format (documentation and sample available upon request). All scan dimensions must be the same size as the original document. Images are to be provided via upload to the PHA’s SFTP location to be detailed later. QUALITY CONTROL The SNRHA expects a high level of quality control for images and indexing. Contractor’s quality control measures shall meet the following criteria for all images: Images are of the same or better quality than the original All documents are to be scanned in the same order they exist in paper form All images are accurately labeled and indexed Visual inspection of images, making quality adjustments as needed The SNRHA shall perform a QA of images and associated indexing. If the SNRHA discovers unacceptable images, the Contractor, at no additional cost to the SNRHA, will correct all such unacceptable images. PICKUP/RETURN OF DOCUMENTS Contractor must provide a “pickup slip” or other document as proof of pick-up, to be signed by the Contractor staff and SNRHA staff. Contractor must concur if the documents are to be: Held for an arranged period of time (12 months) following confirmation by the PHA of the acceptance of the images. Upon expiration of the time period, arrange for confirmed destruction of the documents or return to SNRHA as agreed. If returned, returned documents must be returned in the original order of the original documents, in its original state, minus staples, bindings, etc.) according to an established schedule. The SNRHA desires to discuss a process of retaining the images as the original document and having the hardcopy files destroyed after the requirements set by state law are met. With this process, re-assembly of documents would not be required. - Unless specified otherwise, the contractor must return original documents after scanning, and provide a “return slip” or other document as proof of return, to be signed by the Contractor staff and PHA staff. Outside of returned boxes scanned must be clearly marked “Scanned” and the date scanning was completed. Standard expected turnaround time is three weeks. - Boxes that have been scanned shall be clearly marked “Scanned” and the date scanning was completed on the outside of the returned boxes. SCANNING PROCESS Contractor is to provide a test run prior to commencing project. Test sample size is to be determined. Project will not continue until PHA has signed off on quality and job performance of test. Contractor is to enhance any “low quality” images that are determined, by the contractor, to have enough quality to produce a readable digital image. Contractor to add an image stating “Poor Quality Original” to any image that contains unreadable text or graphics. Stamp is only to be used after 2 scan attempts to improve quality and is not to be used as a substitute for thorough and accurate scanning. If this is necessary, the contractor must relay this to the SNRHA. Delivery of Images - Delivered images will be in a format that can be imported directly into the SNRHA’s document management solution, including any indexing, metadata, and OCR text. The format for this will be a metadata csv file, with the file name of the document scanned and the associated metadata. The documents will be migrated into the SNRHA’s by another vendor. However, the images and metadata should be acceptable to the SNRHA. No other post processing by the SNRHA other than the importing of data. Deliver images in agreed upon format and within agreed upon timelines - Provide report of documents scanned. Note : The number of documents eligible for scanning on a yearly basis is an estimate. No guarantees are offered as to the volume of images to be captured. The SNRHA nor any of its affiliates or entities will not be held responsible for any or all variations in the estimated volumes as they are estimates.