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DE-4152 - USA (Massachusetts) - Document Index and Scanning Services - Deadline January 25,2023

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4152

Government Authority located in Massachusetts; USA based organization looking for expert vendor for document index and scanning services.

[A] Budget: Looking for Proposal

[B] Scope of Service:

Vendor needs to provide document index and scanning services.
1. Will note the type/quantity of materials that are leaving City Hall, document the condition of materials, transport documents from City Hall to offsite scanning location, provide preparation (including but not limited to removal of staples, paperclips, and sticky notes prior to scanning), and if needed undertake a paper audit (The paper audit may be needed if documents are not in order/out of category in box or if loose leaf documents are found in bound books. Documenting loose cards and/or documents are present in boxes to keep count of our materials at scanning facility) of the City Clerk documents.
2. Once indexing and digitization has begun, contractor should insert a barcode sheet as well as document type barcode labels on the various document types within the file.
- The City of Worcester is seeking bids on the digitization and indexing of City Clerk documents, along with the creation of an online portal. Said online portal should have the option of being laid into the City Clerk’s page on our city’s website and should allow the city’s residents and other interested parties alike to search for various records maintained and archived through the vendor’s digitization and indexing process through metadata laid into the digital copies of the record. The documents include but are not limited to death records, birth records, birth record books, marriage record books, city and town council records and books.
- Creation and Purpose of online portal
The purpose of this portal is to create an online digital public history repository to preserve, publish, and share digitized historical materials from City agencies/departments, civic organizations, as well as from independent and private collections. The intent is to make internet-accessible all appropriate historical materials that illuminate Worcester’s rich past for the use of scholars, students, residents, and all interested parties. This will allow organizations and the public to share historical information about the city and community. It will be a portal on the City Clerk’s web page that will be monitored by the city.
• Mission
o Maintain an accessible online collection of digitized materials and/or points of access.
o Welcome/encourage the broadest representation/participation of Worcester’s diverse people, businesses/industries, and public and private organizations.
o Educate the public of the significance of this effort through public demonstrations, online tutorials, forums, and other appropriate means.
o Provide guidance/leadership/training for appropriate digitization of collections,
o identifying appropriate resource agencies for contracted digitization as well as possible sources of financial support.
o Ensure/maintain both current access to and long-term security of all digital assets.
o Contract, as time and/or resources permit, with collections/collectors to provide digitization services at the prevailing rate.

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Wednesday, 25 January, 2023

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

Country : USA

State : Massachusetts

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