UNSPSC 45121804: Microfilm processors

UNSPSC 45121804 Microfilm processors, a Commodity code, covers document and media scanning services—the capture, preparation, indexing, and conversion of paper and analog records into searchable digital formats, typically in PDF with optical character recognition. State and local governments buy this code's services to digitize records held by administrative divisions, tax departments, planning offices, and other agencies; scanning work typically includes pickup and transportation, document preparation, quality control, delivery via approved media (DVD, external drive, encrypted transfer), and secure retention or destruction protocols. Issuing bodies are primarily county governments, specifically records, tax, and treasury divisions managing high-volume archival or operational documents subject to regulatory compliance and data-security requirements.

Broward County's Records, Taxes and Treasury Division issued two open-end, indefinite-quantity solicitations under this code within the past four months, both seeking document and media scanning services through three-year contracts with optional one-year renewals. The first solicitation (RTT022526210) was posted February 25, 2026, with a response due date of March 3, 2026; the second (RTT0423261130) was posted April 23, 2026, with a due date of May 4, 2026. Both require scanning at 300 dots per inch in PDF format with optical character recognition, sixty-business-day turnaround from pickup, SOC 2 or SOC 3 Type I or II certification, NAID certification (in the February solicitation), HIPAA compliance with Business Associate Agreement execution, substantial cyber and professional liability insurance ($2 million per claim each), and Level 1 FDLE background clearance for facility access. The County awards to the lowest responsive and responsible vendor based on qualifications, experience, and ability to meet delivery timelines; no guaranteed minimum purchase quantity is specified, and the County may issue purchase orders on an as-needed basis. Recent activity is concentrated in Florida with Broward County as the repeat buyer.