Records Digitalization

Los Angeles County Office of Education is seeking detailed information from qualified vendors on their ability to digitize a massive collection of physical records, including paper documents, microfilm, and other analog media, into searchable PDF/A files with OCR and proper indexing. The agency wants vendors to describe their processes, capabilities, security/compliance measures, turnaround estimates, and provide a rough order of magnitude cost estimate for the full scope. • Convert roughly 23,750 record boxes (≈ 60 million sheets) and ~240,000 microfiche films (≈ 7.2 million images) to PDF/A with full‑text searchable OCR. • Perform document preparation (de‑stapling, repair, batching), scanning, metadata creation, secure handling, and optional destruction of originals. • Demonstrate compliance with HIPAA, FERPA, and California Public Records Act, and outline encryption, data‑security, and verification procedures. • Submit an itemized ROM cost estimate and describe equipment, staffing, and project timeline for a defined sample volume.