1. All scanning and processing must comply with Section 4500.50, Title 44, Subtitle C of the Illinois Administrative Code (Standards for the Reproduction of Records for Record Disposal), as adopted by the Cook County Local Records Commission. A copy of the relevant section is included as Appendix F. 2. Scanned images must have controlled product density to ensure consistent and uniform printouts for all hard copy documents. 3. The vendor must guarantee the resolution of the scanned documents to ensure clarity and legibility. 4. Any scanning or processed images that do not meet the District’s quality standards must be replaced at the vendor's expense. 5. The maximum number of images allowed per file, or batch must comply with commercial industry standards for scanning. 6. Processed images must be delivered to the District’s offices at the locations and to the individuals specified by the District. 7. Records transmitted to the Contractor for scanning may not be retained by the Contractor for more than thirty (30) consecutive days, unless otherwise stated. 8. There must be no commingling of separate categories of documents on individual files or folders as specified in the project. 9. Each scanned file or batch must be accompanied by an indexed list detailing the contents of that particular item. 10. All documents will be scanned at a 24:1 reduction ratio, except for checks, which will be scanned at a 32:1 reduction ratio. Any deviations from these ratios must be approved by the District prior to scanning. 11. USB flash drive media (LOCAL SEWERS PERMIT FILES) (MAINTENANCE & OPERATIONS DEPARTMENT) media to be used will be: • The scanned images must be delivered on a USB flash drive that is IBM/HP PC-compatible and readable in a minimum of 8X hierarchical format. • The files should be in Adobe PDF format. • The USB flash drive must have a tested shelf life of at least ten (10) years. • The media should be compatible with the Microsoft X Operating System.2
