DE-5425 - USA (New Jersey) - RFI for Paper to Digital Document Scanning and Indexing Services - Deadline August 31,2026

Vendor needs to provide paper to digital document scanning and indexing services.– Prepare large format documents and associated case files (mixture of document sizes) for scanning and indexing.– Convert several series of large format paper documents (maps, drawings, plans and associated case files) to digital form for uploading to automated records search and retrieval and long–term storage systems, and for possible future accessioning into the state archives' digital archives system.– Prepare large format documents and associated case files (mixture of document sizes) for scanning and indexing.– Scan a high volume of back–file (existing) large format and case file paper documents – more than 1 million in total, with portions of the document bases having two–sided pages.– Produce indexes from metadata listed on the documents.– Export digital images with associated indexes for loading into multiple automated records search and retrieval and long–term storage systems.– Conduct quality control to assure accuracy and completeness of the scanning and indexing process.– Drawings (Plans) maintained by the engineering documents unit.– Document volume (in sheets) Back–file volume – 700,000 plan sheets, includes mylar based records.– Records will be indexed in the PMRS and a MS Access Database. All field data types are short text except for the beginning and ending MP (milepost) fields. MP fields are numbers with a Field Size of Decimal and Scale of 2.