The selected vendor will be expected to: - Pick up and securely transport physical documents from designated City locations. - Prepare documents for scanning (e.g., remove staples, repair tears, etc.). - Digitally scan documents in black & white and/or color at a minimum of 300 DPI resolution (600 DPI where required). - Index scanned documents based on predefined metadata fields (e.g., name, date, file number). - Deliver digital files in a format specified by the City (e.g., PDF/A, TIFF). - Provide searchable PDFs using Optical Character Recognition (OCR) where applicable. - Ensure quality assurance and quality control processes. - Provide secure and compliant handling of confidential and sensitive information. - Return original documents (based on City's instructions). - Provide regular status reports and final delivery on a secure medium or via a secure transfer. Document types include building plans, engineering drawings, easements, permits, and other critical property information maintained by the City's departments. The typical dimensions of records are 8½” x 11”, 11” x 17”, and 24” x 32”.
