The vendor required to provide records inventory, document digitization, OCR processing, metadata creation, and digital cataloging services for the department.
- General tasks:
• Inventory and assess existing paper records.
• Digitize documents using high-resolution scanning.
• Apply optical character recognition (OCR) for full text searchability.
• Create consistent and accurate metadata and indexing for all documents.
• Establish standardized file naming and digital organization structures.
• Deliver fully cataloged digital files in formats compatible with the city's document management and archival systems.
• Provide recommendations for long-term digital preservation and storage.
- Objectives
• Conduct an on-site inventory and assessment of all document categories.
• Develop a document preparation and digitization plan tailored to the city's materials.
• Digitize all records using industry-standard professional equipment and practices.
• Perform OCR on all applicable documents to enable full-text search.
• Create accurate metadata, indexing, and file naming aligned with city standards.
• Catalog documents for import into the city's digital records environment.
• Ensure secure chain-of-custody and document tracking throughout the project.
• Provide final organized digital archives and deliverables in agreed formats.
• Advise the city on digital preservation standards and recommendations.
- Requirement:
1. Inventory and assessment
• Conduct an on-site review of all planning and development records.
• Categorize documents by type, age, format, size, and condition.
• Identify fragile, oversized, bound, or otherwise specialized items.
• Develop a digitization plan with recommended workflows, estimated document volumes, and schedule.
2. Document preparation
• Remove staples, bindings, clips, adhesives, and other obstructions.
• Flatten creased or folded documents; repair damaged items as needed.
• Separate oversized documents (e.g., architectural plans) for large-format scanning.
• Label, barcode, or otherwise track materials for chain-of-custody.
3. Digitization and OCR
• Scan all documents at appropriate resolutions (minimum 300 dpi for standard documents; higher for oversized documents and photographs).
• Perform OCR and metadata creation as appropriate to enable full-text searchability and compatibility with city systems.
• Ensure image quality, clarity, and legibility.
• Convert files to pdf/a, tiff, or other city-approved formats.
• Conduct continuous quality control checks.
4. Indexing, metadata, and cataloging
• Develop metadata fields tailored to city needs (e.g., parcel id, address, case number, meeting date).
• Apply standardized file naming conventions.
• Create foldering structures aligned with departmental workflows.
• Cross-reference records when applicable.
5. Final deliverables and transfer
• Deliver all digitized documents and metadata on encrypted drives or city-approved storage media.
• Optional: upload files directly into the city's document management system and provide training, if technically feasible.
- Pre-Proposal Meeting Date: January 23, 2026
- Questions/Inquires Deadline: January 30, 2026
