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RECORD IMAGING AND CONVERSION ON AN AS-NEEDED BASIS

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Bid Information


Bid Alert No: 00000416186

Bid Title: RECORD IMAGING AND CONVERSION ON AN AS-NEEDED BASIS

Agency Bid No. Title: 16-060

Received Date: 11/13/2015

Close Date: 12/02/2015

Purchase Type: Term:

Delivery Point: Arlington County, Virginia

Delivery Date: Not Stated

Special Notices: Questions Due By 11/18/2015 03:00 PM, Bidder Preregistration

Specifications

Specifications include, but are not limited to:Arlington County (County) is seeking to procure Offsite Record Imaging and Conversion services. The Countyanticipates the need to scan and convert up to two (2) million records annually until the County completes the transitionfrom paper to electronic records storage. The County expects conversion volume to vary from year-to-year with apotential significant decline after five (5) years. County records shall be converted according to the requirements ofthe Library of Virginia Digital Imaging Guidelines, Copies of Originals as Evidence Section of the Code of Virginia8.01-391, and the Virginia Public Records Act (VPRA) Section 42.1-76 ET SEQ and guidance issued by the Libraryof Virginia. County records shall be imaged, or reformatted, and prepared for entry into the Countys ElectronicRecords Management System (Hyland Softwares OnBase version 13+). After imaging, records will be returned tothe County in their original condition.Record Imaging and Conversion refers to the capability to capture and index a digital representation from any recordtype and format into an electronic format. Examples of record types are correspondence, meeting minutes, agendasand materials, manuals, bound books, land records, charts, engineering drawings, legal instruments, medical records,and photographs. Examples of record formats are paper, microfiche, microfilm, mylar, x-rays, audio/video tapes androll film. Examples of electronic formats are raster, ASCII, SGML, PDF, TIFF, WAV and MP4.Converted records are defined as accurate copies of original records (including color). The vendor shall have a qualitycontrol process in place to certify that imaged and converted records are visually inspected for legibility and integrity,as well as indexed to allow for access and retrieval. Customized indexing, a description of the record for an electronicresearch search, is part of the document conversion process for import into OnBase. Converted documents shall bemade available to the County through a secure site provided by the vendor. Upon the Countys request, the vendorshall also be capable of providing electronic records on physical media (storage drives, flash drives, DVDs, etc.). TheCounty will have thirty (30) business days (or an agreed-upon time between the County and the vendor) to reviewimaged or converted records and all identified errors will be remediated by the vendor within at least thirty (30)business days. Record imaging and conversion services include: Requirements analysis and process design (as defined in the Library of Virginia Digital Imaging Guidelines) Record preparation and handling Scanning with Optical Character Recognition (OCR) for full-text search Record indexing Redaction of personally identifiable information Image quality check and quality control Preparation of converted records for import into OnBase Record pickup (from place of rest) and inside delivery (including chain of custody with barcode inventoryscanning)

Bid Related Documents

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Amendments

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Product Code: 92030

Agency Information


Issuing Agency: County of Arlington

State: Virginia

Agency Type: State and Local

Contact: Robert W. Jenkins 2100 Clarendon Blvd., Suite 500, Arlington, Virginia, 2201

Phone: 703-228-3410

Email: rjenkins@arlingtonva.us

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