TBI currently has the equivalent of ~1000, 15-inch boxes of case files (~16 million images). Case files are indexed by a unique 9-digit number. Contractor shall meet the following specification requirements for scanning case file records belonging to the Tennessee Bureau of InvestigationForensic Services Division.: • Contractor shall have prior experience scanning forensic laboratory records for an accredited crime laboratory or law enforcement agency. • TBI shall be able to locate all documents prior to their being scanned. TBI may request individual case files be returned to lab if necessary and shall have 24/7/365 access. TBI may opt for a digital record in lieu of the hard copy case file. Contractor shall allow 24/7/365 access to files via secure Image on Demand portal while files are being processed at Contractor’s site. • Contractor shall store the scanned case files in a secure climate-controlled environment for five years following scanning or until they are notified by the Forensic Quality Assurance Manager that files can be destroyed, whichever comes later. Files will be destroyed after this period by secured means (i.e. shedding, burning). Contractor shall ensure that information on devices used for scanning files is removed so that no information scanned is retained on Contractor’s devices. • Contractor shall use industry-standard production scanning equipment. At least 300 DPI color scanning is required. All images will be scanned double-sided (duplex). Blank backs shall be deleted. • Contractor shall provide 100% image quality inspection of all scanned data. Any errors in the scanning process shall be corrected prior to data upload. Scans shall be properly orientated, not speckled and not skewed. TBI Quality Assurance team shall perform random reviews of final scanned documents and will require Contractor to make corrections, as needed, at no additional cost. • Contractor shall ensure that the files provided are PDF file type and shared with TBI personnel via a secure methodology such as SFTP. These files shall be identified by the case file number associated with each case in the TBI Laboratory Information Management System. Handling of case files and access to the digital storage location for the files shall be limited to only Contractor’s personnel who have passed a fingerprint-based background check performed by the TBI, have current Level One Criminal Justice Information System (“CJIS”) certification or other Department of Defense security training. Contractor shall provide documentation verifying that personnel who have met these requirements are allowed to work on this project. • Contractor shall limit resources, including personnel to US-based (on-shore) resources only. • Contractor shall be currently CJIS (Criminal Justice Information Services), HIPAA (Health Insurance Portability and Accountability Act) and SOC2 (Systems and Organization Controls 2) compliant.
