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DE-2759 - USA (Illinois) - Microfilm and Paper to Digital Document Scanning and Indexing Services - Deadline April 30,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-2759

Government Authority located in Illinois; USA based organization looking for expert vendor for microfilm and paper to digital document scanning and indexing services.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide microfilm and paper to digital document scanning and indexing services scanning resolution of 300 DPI for PDF and TIFF file format.
- Providing secure warehouse solution for physical files that is inventoried and accessible for document retrieval by the circuit clerk, providing secure transportation of files to and from its offsite storage location, scanning, converting, and indexing current paper files to a digitized (PDF) format by case, converting the digitized documents to a microfilm format, providing permanent removal and destruction services upon approval by the county circuit clerk, hosting all digitized documents in the cloud or via server and converting existing microfilm documents to digitized (PDF or TIFF) format.
- Vendors to provide services for converting scanned documents to microfilm and converting existing microfilm into a digitized format (.pdf or .tiff), all film must be a 16mm by 215’, film must be produced at a 40 to 1 reduction ratio, film must be produced in a cini format on the film, film must be produced in a duplex format with two images in film: channel a/channel b, film must contain two level image marks with film writing; case and pages.  this must contain a new case file bar code sheet with a medium level image mark, each page within each two‐level case number must have a single level image mark, and there must be film writing with case and image number next to each image on film, film must have been produced from enhanced digital images that have been fully cropped, rotated straightened to produce perfect film images, Vendor shall provide an application of polysulfide toning to all required silver duplicate rolls of microfilm, Images must be processed at the imaging facility, and the lab must be monitored by an outside firm on  an annual basis.  The outside lab must certify that the film meets the specifications for the State for archival storage quality and meet density standards as outlined by the State, any solution must provide a recovery method from disasters for original film if the original film was destroyed, backup disaster recovery centers film must be placed onto a white square round ANSI approved white spool with a trailer lock, film
must be placed into a black film box labelled with case type and beginning and ending case number, provide an excel spreadsheet list of missing case files that were not sent for scanning.
- Document Management Solution may be either cloud‐based electronic storage, on‐site electronic storage at the vendor’s location or via a third‐party hosted solution, software solution provided by the vendor must be able to interface with a case management system and document management server.
- Clerk of the Court currently maintains files at various onsite and offsite locations in state.
(2) All question must be submitted no later than April 23, 2019.

[C] Eligibility:

- Onshore (USA Only);

[D] Work Performance:

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

Expiry Date : Tuesday, 30 April, 2019

Question Answer Deadline : Tuesday, 23 April, 2019

Category : Data Entry, Scanning, Records and Document Related Services, Software, System and Application

Country : USA

State : Illinois

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