IWQ 140121 Provision of File Digitalization

The project includes approximately 293,000 paper documents, approximately 3,500 indexing points, and an estimated 65 boxes of records, with final quantity subject to variation. The vendor provides all labor, equipment, supplies, supervision, secure facilities, processing, quality control, and documentation. Work includes coordinating a secure pickup/return schedule and chain-of-custody process with the Sheriff's Office; using barcode technology to track each unit/box through production; inventorying, preparing, scanning, and digitizing source records while maintaining existing case and document relationships; applying optical character recognition so scanned paper records are text searchable; creating a consistent electronic case-folder structure and index for each investigation; digitizing or copying associated media and video files in a Sheriff's Office-approved format without reducing source quality unless authorized in writing; performing quality-control review and correcting incomplete, illegible, misfiled, rotated, duplicated, or missing images and files; and returning all original records and agency-provided storage media using the approved secure transportation and barcode tracking process. The vendor must protect records as sensitive law-enforcement information, maintain documented chain of custody, maintain secure storage with physical access controls, screen personnel before access, and securely delete working copies at project completion with written certification of destruction upon request. Scanning must use double-feed detection or equivalent, capture at no less than 300 DPI for standard paper documents unless an exception is approved in writing, and produce text-searchable PDFs. A test batch sample of all units/boxes must be approved prior to full production. Data must be accessible during production via a CJIS compliant platform via secure IP address and delivered on an encrypted USB hard drive with chain of custody shipping documentation. Records requested during digitization must be scanned and accessible within 48 hours of request. Post-project, the vendor provides basic training and written instructions on the file-naming convention, folder structure, and index, and assists with resolving missing, unreadable, corrupted, or incorrectly indexed files.