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DE-3665 - USA (California) - Digital Document Management Services and Secure Physical Document Storage Services - Deadline November 19,2021

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3665

Government Authority located in California; USA based organization looking for expert vendor for digital document management services and secure physical document storage services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

Vendor needs to provide digital document management services and secure physical document storage services
- DIGITAL STORAGE
a. Digital Document Scanning/Imaging - Provide digital document scanning/imaging comprised of the following services:
o Preparation of paper, removal of foreign objects (staples, clips, etc.) and quality control to ensure that the paper is correct for conversion.
o Conversion of paper to a digital image, check the images for quality control to ensure that the images are captured with the best possible image in a production environment.
o Attribute identification for an image using double pass data entry. The double-blind pass shall ensure that every document’s indexing is captured correctly.
o Merge and quality check the two data bases (image and index) to ensure that there is no missing data and that every document and every index match.
o Ensure the quality checked “X&Y” data is not loaded to the hosted solution. Prior to release, quality check all data to ensure that the load is complete.
o Merge all newly processed data for the site to the “mirror” site to ensure redundancy.
o Store the completed daily data in a disaster recovery site for Smart Safe Storage.
o Images shall be scanned at 200 DPI and stored as a multipage PDF.
- Digital Secure Web Management Application - The Vendor shall provide a secure web-based records management application for reviewing inventory; requesting retrievals, deliveries, and pickups of records; ordering storage supplies; and creating custom reports (please provide screenshot samples that are not proprietary, subject to any trade secret, or otherwise confidential of the web-based records management application and samples of inventory reports and any other available custom reports). The application shall be available to the County in order to access track and review records with 24/7/365 access. The application must include the following
o User and password protected to ensure ”rights-only” access.
o A process for both the County and Vendor to add, delete or change any user.
- The site must allow for unlimited number of users.
o Storage costs, as a rule of thumb 1 Gb of data = 20,000 images.
o Provides access to County staff via secured web access.
o An account structure that allows for departmental and divisional identification with verification of authorized user accessibility based upon specific identification.
o Restricted access based upon County department and division.
o Provision of a listing of all records on file per County department, updated after each addition or deletion. Contractor shall provide to each County department, their respective list upon request.
o The ability to produce special reports within five (5) days request from the County.
o Contractor shall provide training to all users for use of the software program, on an ongoing basis as requested by the County.
o Provide accuracy rate reporting to the County on a quarterly basis

[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 : Friday, 19 November, 2021

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

Country : USA

State : California

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