DE-4138 - USA (New York) - Paper to Digital Document Scanning and Indexing Service - Deadline January 27,2023

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4138

Government Authority located in New York; USA based organization looking for expert vendor for paper to digital document scanning and indexing service.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide paper to digital document scanning and indexing service using scanning resolution at 300 PPI and 600 PPI for maps and plans.
1. Scanning
• Prepare documents for scanning, including pulling staples and paperclips and unfolding and tape tore documents before scanning.
• Digitizing Small Format Documents: Textual documents in black and white with good contrast between the printed text and the paper background will be digitized in bi-tonal mode (black and white, no gray), which equates to one bit per pixel. Digitize standard business documents at 300 pixels per inch to allow for sufficient clarity in the image and to support the use of optical character recognition (OCR) or intelligent character recognition (ICR) processing if desired
• Digitizing Larger Format Documents (Maps and Plans): A 300 PPI will adequately scan many maps and plans. A higher resolution may be needed to capture more minor details within larger maps and plans adequately. Resolutions up to 600 PPI may be necessary to capture the fine detail on some maps and plans. Test scans make it possible to test the level of resolution needed
• Digitizing Bounded Documents: The guidelines for resolution and pixel depth when digitizing of bound volumes will conform to the guidelines for small textual documents or maps and plans, as appropriate.
• Digitizing Photos: Photographs require sufficient resolution to capture all the necessary detail in the originals. Although 300 PPI will be adequate for many photographs, higher resolutions are necessary for smaller photographs that will be enlarged or ones with fine detail. Damaged photographs must be digitized at a higher rate than those indicated below to capture sufficient detail.
- Black and White Photographic Prints: Digitize in 8-bit grayscale mode, representing 256 shades of gray for continuous-tone black-and-white photographs. To capture sufficient detail, damaged or faded black and-white photographs will be digitized in 16-bit grayscale or 24-bit color mode. color settings will be employed when the photograph displays color outside the grayscale range. The minimum PPI for such materials will be 800 PPI for prints when the longest side is up to 5.5", 400 PPI for larger prints up to 11.5" long, and 300 PPI for prints larger than this.
2. Indexing
- Since digitized images do not have native intelligence within them indicating their contents, appropriate index information or metadata is required to identify and later retrieve digitized images correctly. For digital images, indexing is essential for locating and retrieving stored imaged records.
- Indexing typically consists of a structured format and controlled vocabulary, allowing more precise descriptions of a record's content. Index data often includes record type, creation date, record creator, and disposition date, among other information. The state agency or local government must define specific indexing requirements needed to access the records efficiently before imaging and indexing
- Indexing must comply with the specific requirements of the state agency or local government, but at a minimum, it must include the following:
- Unique Identifier for Documents
- Indexing Fields: The index of documents must consist of a limited number of field names to ensure adequate access to the records.
- Archival Indexing: Indexing of potentially high-use archival or long-term records may include more metadata fields, but such metadata requirements must be implemented based on the actual need for access.
(2) Estimate scanning and indexing volume:
- 5,000,000 - Small Format documents Scanning and Indexing
- 600,000 - Larger format documents Scanning and Indexing
- 65,000 - Photos Scanning and Indexing
- 65,000 - Photos Scanning and Indexing
- 52,000 - CopyingFolders Covers
- 10,000 - Breaking Each S/B/L into separate Permit Folders
- 3,500 - Supply Boxes
- 650 - Labor to Pack Boxes
- 60 - Pick-up and Delivery
- 28 - Supply images on Hard Drives
(3) All the questions must be submitted no later than January 6, 2023

[C] Eligibility:

- Onshore (US Only);

[D] Work Performance:

- Performance of the work will be Offsite.

Expiry Date : Friday, 27 January, 2023

Question Answer Deadline : Friday, 6 January, 2023

Category : Data Entry, Scanning, Records and Document Related Services

Country : USA

State : New York

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