Specifications include, but are not limited to: Multiple departments/divisions of the City have existing and ongoing digitizing needs including the Engineering and Building & Code Inspection within the Community Improvement Department, City Clerk, and Finance Department. The City currently possesses hardcopy files that include plans, drawings, permits, easements and other critical property information The typical dimensions of records and files retained within each of the City’s divisions are 8 ½”x11”, 11”x17”, and 24” x 32”. Specific processing and treatment instructions for the various document sizes will be determined in consultation with the winning bidder. DESCRIPTION The digitized files must be fully compatible with the City’s existing electronic document management system (EDMS). All documents are to be digitized in Laserfiche’s native TIFF format. The City will require accurate optical character recognition (OCR), proper indexing using metadata as outlined by the City, quality scans, and high levels of quality control by the vendor staff. All documents are sensitive in nature and often have stringent security requirements. The project requires a single point of vendor accountability; thus, vendor subcontracting is not permitted. Vendor experience in the scanning, indexing, and document identification of court case document types contained within is critical. The vendor is required to retrieve the hardcopy files from various City locations for scanning and return the files to their original locations with the original binding intact. Scanning of Files: Hardcopy documents consist of various sizes, including some folded plans with a mix of color and black and white. Indexing of Files: After the files are scanned and digitized, the Consultant shall index the files. Indexing requirements may include anywhere from two to seven metadata fields. The Consultant will provide the digitized files, including the associated metadata, to the City in the form of a Laserfiche Briefcase by way of a portable hard drive or secure download. Should the City require immediate need of any documents in the Consultant’s possession, the City will inform the Consultant and require that the Consultant expedite the processing of those documents and provide them to the City within 48 hours of notification.