Document Scanning/Digitization Request for Proposal (DS-2026-0002)

The Columbus City Schools is seeking a vendor to provide document scanning and digitization services. The vendor will be responsible for scanning thousands of documents, indexing, electronically storing, and making them easily retrievable. The documents include paper of various sizes, microfiche, microfilm, and other formats. The vendor must provide a system that is compatible with the District's current IT infrastructure and provides features such as image enhancement, document annotation, and full-text indexing. The vendor must also provide customer service and support, including training for District employees. Some key requirements include: * The ability to scan documents size-for-size * The ability to index documents by name, identification number, date of birth, etc. * The ability to store documents on the vendor's servers * The ability to provide simultaneous access to the same document by multiple users * The ability to provide an audit trail of users * The ability to restrict access based on job responsibilities * The ability to provide file backup at a geographically separate location * The ability to maintain strict confidentiality at all times * The ability to provide scanning resolution of at least 300 dpi * The ability to stamp "Bad Original Copy" on documents that are of inferior quality prior to scanning * The ability to provide "Intentionally Left Blank" inserts for file sections that contain no documents * The ability to provide a 10% quality check * The ability to provide all rework, which is the result of vendor error, at no charge * The ability to be a member of PRISM, ARMA, or a similar national association * The ability to provide employee background checks * The ability to provide secured vehicles with GPS tracking for all transportation * The ability to be Bureau of Workers Compensation (BWC) compliant * The ability to have the ability to archive to optical disk or other appropriate media if the future need arises * The ability to scan and make documents available within 60 days of pick up