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DE-4174 - USA (Maryland) - Paper to Digital File Conversion Service - Deadline February 16,2023

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4174

Government Authority located in Maryland; USA based organization looking for expert vendor for paper to digital file conversion service.

[*] Budget: Looking for Proposals

[*] Scope of Service:

(1) Vendor needs to provide paper to digital file conversion service into full-text searchable PDF digital and OCR file format.
- Digital files shall be returned within two (2) weeks of records intake
- Intake and transportation shall maintain 100% chain of custody
- Successful Bidder shall have a process in place to allow for document retrieval, if necessary
- Perform document preparation
- The removal of fasteners
- Straightening bent corners and other folds
- Moving any material obstructing the content of the document (such as a post-it or other note) to blank portion of document or adhere to separate document for scanning,
- Repairing any damage
- Create a records index
- Organization will depend on type of file, with the majority being organized chronologically by case number or date
- Records index shall include all video or audio recordings included with files
- Digitize all records;
- Scanning shall utilize optical character recognition (OCR).
- Perform quality control to ensure all digitized files are legible
- Successful Bidder shall provide an electronic sample of scanned documents prior to full project commencement
- Destroy audio or video recordings and shred documents after completion and provide certificate of destruction
- Deliver digital files on encrypted flash drives
- Provide a sample of scanned documents before initiating full scanning
- Provide a certificate of destruction for all records
- Deliver digital files to the Commission on Judicial Disabilities on encrypted flash drives
(2) Approximately work volume will be an estimated page count of 328,000 pages, and an estimated box count of 140 boxes.

[*] Eligibility:

- Onshore (US Only)

[*] Work Performance:

- Performance of the work will be Offsite.

Expiry Date : Thursday, 16 February, 2023

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

Country : USA

State : Maryland

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