Specifications include, but are not limited to: 1 (M) Proposal must be received by the due date and time. No late proposals will be reviewed. 2 (M) Proposal must be submitted electronically via eVA. 3 (M) Each VDH office requires assistance in preparing files for transport for scanning to include the following: • Removal of documents from current file storage to the Supplier’s preferred form of packing. • Preparation of a manifest to ensure documents are properly tracked and retrievable with intended file names, folder hierarchy, and metadata. • Separation of documents not requiring retention to mark for destruction. 4 (M) Given its mission and the services VDH provides, the department often handles and maintains sensitive Personally Identifiable Information and Protected Health Information (PII and PHI). Sensitive documents often hold the highest level of personal information (e.g., DOB, Name, Addresses, SSN, HIPAA governed health information) that must be handled securely. In order to protect confidential information, VDH seeks to utilize scanning vendors that provide the highest level of information security with plans to enforce compliance, physical security, network security, and accountability of records (e.g., chain of custody log). The Supplier will need to comply with the Commonwealth IT Security Standards located at the following URL: https://www.vita.virginia.gov/it-governance/itrmpolicies-standards/and provide SOC 2 Type II report to the ISOs. 5 (M) VDH possesses over 20 million files that includes plans, drawings, permits, and other records containing information relevant to the delivery of services. Suppliers shall provide information or be able to accommodate the following: • Files not marked for destruction must be retrieved based on an agreed upon schedule and manifests with final counts must be submitted prior to retrieval. • Files may contain old items of historical interest that require special care and storage. • Files must be accessible at any time and may be requested to be scanned and returned within 24 hours to the client. • Files may require double-sided scanning and must be placed back into the file folder from which it was removed. • Provide an estimated time frame and cadence for project planning, retrieval, scanning, destruction, and delivery of files. 6 (M) Scanning includes documents of various sizes, including some folded plans with a mix of color and black/white. Suppliers shall accommodate the following: • Scan at a minimum of 300 DPI. • Scan in black/white and color. • Scan oversized documents (e.g., blueprints, architectural drawings, etc.). • Provide a list of all file outputs available (e.g., TIFF, PDF, JSON, JPEG, etc.). • Provide a menu of options for the delivery of scanned documents (e.g., Encrypted Thumb Drive, FTP, Electronic Content Management System, etc.). • Include Optical Character Recognition (OCR) software that will generate text files for documents that are scanned or electronically converted into images; this text fill be used for full-text indexing and full-text searches and as an additional search function and feature. 7 (M) After the files are scanned and digitized, the Supplier will index the files. Indexing requirements include at least five (5) fields and fifty (50) characters and a unique document name up to one hundred (100) characters each. The Supplier will deliver the indexed files to VDH on a portable hard drive or a digital file repository. VDH may request that the proposer undergo a cybersecurity assessment of the digital file repository. 8 (M) Scanned files must undergo a quality control process to ensure the images are complete and readable. Any images that do not pass quality criteria shall be corrected and re-scanned. Quality review of scanned images must include the following: • Images are of the correct format and resolution. • Images have the appropriate form of compression applied (if applicable). • Images have headers that conform to the specifications. • Images are valid and open correctly. • Images are not skewed, blurred or indistinct. • Border cropping is correct. • Pages are not obscured in any way. • Pages are oriented correctly. • Document density and contrast are optimized for viewing/printing. • Page images are delivered in the same order that they appear in the original folder.
