DE-5454 - USA (New Hampshire) - Records Digitization, Indexing and Cataloging Services - Deadline August 24,2026

(1) Vendor needs to provide records digitization, indexing and cataloging services. – Provide comprehensive records inventory, document digitization, and cataloging services.– Services shall include the secure collection, preparation, scanning, optical character recognition (OCR), metadata creation, indexing, electronic delivery, and, as directed by the agency, the secure return of original documents.1. Inventory and Assessment:• Conduct an on–site review and verify the estimated volume of records.• Categorize records by type, age, format, size, condition, and other relevant classifications.• Identify oversized, fragile, bound, photographic, or other materials requiring specialized handling.• Prepare a Digitization Plan addressing workflow, estimated volumes, scanning specifications, metadata, file naming and organization, chain of custody, quality control, system compatibility, and project schedule.2. Document Preparation:• Remove staples, bindings, clips, adhesives, and other scanning obstructions.• Flatten folded documents and repair damaged materials when appropriate.• Separate oversized and specialized materials for appropriate scanning.• Process the sample using the proposed preparation, scanning, OCR, indexing, metadata, filenaming, folder–organization, and quality–control procedures.3. Digitization and OCR:• Following agency approval of the pilot project, scan all records at a minimum of 300 dpi for standard documents and at higher resolutions when necessary.• Perform OCR to provide full–text searchability, as appropriate.• Produce clear, complete, legible, and properly oriented images in PDF/A, TIFF, or other Town–approved formats.• Preserve color or grayscale when necessary to retain material information.4. Indexing, Metadata, and Cataloging:• Apply Town–approved metadata fields, file–naming conventions, and folder structures.• Index records using relevant information, such as parcel identification number, address, permit or application number, record type, responsible board, and date.• Cross–reference related records when applicable.(2) All the questions must be submitted no later than August 14, 2026.(3) Pre–bid meeting will be held on August 8, 2026.