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DE-3733 - USA (Tennessee) - RFI for Records Digitization Services - Deadline January 24,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3733

Government Authority located in Tennessee; USA based organization looking for expert vendor for records digitization services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide records digitization services to digitize paper records and an out-of-the-box software application that performs records management functions includes scanning, digitization, indexing, and storage of the paper records, the shredding of the paper records and the destruction of the boxes.
- The application to be implemented must be able to store, track and maintain digital records according to the rules and regulations related to the Federal records management process, as well as best practices.
- This includes the ability to store digital records by scanning the paper records and creating new records in the application.
- The contents of 5,032 boxes be scanned, digitized, indexed and stored electronically in a records management application, so that the physical contents of these boxes can be properly destroyed.
- It also includes the migration of the existing SharePoint metadata to the records management application and the association of this metadata with the respective digitized records.
• The system shall support the creation of new record metadata entries in the database (e.g., not imported),
• metadata captures essential information about a document with the intent to classify a digital record for the identification, access, status, and safeguarding. Metadata should be standardized, consistent and searchable,
• The system shall allow the manipulation of the metadata that will be imported from the existing SharePoint records management database,
• The system shall accept all fields outlined in the existing SharePoint records management database,
• The system shall interface with high-speed scanners that will allow physical records to be digitized,
• The system shall ensure all digitized artifacts are high quality and readable as assured by the quality checkers of the contractor,
• The system shall allow the operators to associate physical records to an existing or new database metadata entry,
• The system shall support digitization of physical records in large batches,
• The system shall support associating multiple digitized physical records to a single record database metadata entry,
• The system shall index all imported and extended metadata stored in the database,
• The system shall support multiple sizes of physical documents when scanning or digitizing,
• The system shall support varying physical media (Onion skin paper, standard paper, Microfiche, maps)
• The system shall associate the appropriate records/retention schedule based on the imported disposition date.
• provide a solution where the records are digitized, maintained, and migrated to accessible formats throughout the lifecycle of a record until deletion or defined otherwise.
• provide secure and compliant cloud storage repository that have effective contingency planning, which include back-ups and disaster recovery capabilities.
• provide, at the time of digitization, indexing and metadata or data classifications capabilities to organize and identify a particular digital record.
• The system shall provide data searching and reporting based on searchable metadata and classifications assigned to a record at the time of digitization.
(2) This bid is set aside for total small business.

[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 : Monday, 24 January, 2022

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

Country : USA

State : Tennessee

Cost to Download This RFP Document : $ 9

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