GSU - Electronic File Conversion Services

Georgia State University is seeking a qualified vendor to provide comprehensive electronic file conversion (document digitization) services for its employee personnel records. The scope includes on‑site scanning of approximately 15,000 employee files (≈2.1 million pages), creation of searchable PDF/A files, application of a unique QR code per physical file, metadata capture with ≥99.5 % accuracy, secure storage in a cloud‑based document‑management system, and ongoing support and maintenance. The contract is a one‑year base term with four optional one‑year renewals, and the vendor must meet stringent security, background‑check, and compliance requirements (E‑Verify, NIST, SOC 2, etc.). • Scan and digitize ~15,000 employee files on‑site, preserving original order and handling staples/clips. • Provide a cloud‑hosted DMS with enterprise‑wide user licensing (≈30‑40 concurrent users) and robust audit‑trail, backup, and disaster‑recovery (RTO/RPO ≤ 24 hrs). • Generate and affix a unique QR code to each employee file, capture required metadata, and deliver searchable PDF/A files via secure SFTP. • Supply ongoing technical support, quarterly reporting, and maintain compliance with federal (E‑Verify) and state security policies. • Contract length: 1 year with up to four 1‑year renewal options; no guaranteed volume beyond the initial backlog.