DE-5433 - USA (Texas) - RFI for Paper to Digital Document Scanning, Indexing, Digitization, Imaging and Archival Services - Deadline August 7,2026

– Vendor needs to provide paper to digital document scanning, indexing, digitization, imaging and archival services. – Provide regarding available solutions, services, capabilities, and estimated costs associated with a largescale document imaging and digitization initiative involving approximately 50 million paper records currently maintained in physical storage.– Capable of providing comprehensive document imaging services and related support functions designed to assist the agency in transitioning from physical records to electronic records while supporting long–term records retention requirements.– Reducing storage costs, improving accessibility, and minimizing risks associated with physical document loss or damage.– Document Imaging and Preparation Services:• Document preparation services required prior to scanning activities, including removal ofstaples, paper clips, bindings, and handling of damaged documents.• Capabilities for processing records with varying conditions and characteristics.• Scanning and imaging methodologies for high–volume document conversion.• Single–sided document imaging.• Double–sided (duplex) document imaging.– Indexing and Search Capabilities:• Provide information regarding indexing capabilities and processes that support efficient retrieval and management of electronic records.• Indexing methodologies and metadata creation.• Search and retrieval functionality.• Optical Character Recognition (OCR) capabilities, if available.– Storage and Hosting Options:• Regarding secure electronic storage options and associated costs should the agency elect vendor–hosted storage services.• Options for storing electronic records within managed environments rather than vendor hosted solutions.