SOW_REV_Scanning_Project__BIA__NRO_BNR_0001.pdf

Statement of Work (SOW) Indian Affairs Record Management Services

Bureau of Indian Affairs, Navajo Regional Office

Project Title

Transition to Electronic Records: Grazing and Agriculture Land Use Permit Scanning and Digitization of Trust Records Management Project

Introduction

This Statement of Work (SOW) outlines the requirements, scope, objectives, deliverables, and responsibilities for the scanning and digitization of paper records related to grazing and agricultural land use permits within the Chinle Agency. Chinle Agency is in Chinle, Arizona. The project aims to improve records management efficiency by converting physical paper records into digital format, enabling easier access, retrieval, storage, and long-term management. All digitization/scanning must be performed onsite at the Chinle Agency; no records are to be removed from designated areas.

Due to the sensitivity of information and high volume of the project removing any records from the Chinle Agency would place the information at high risk. All digitization/scanning must be performed at the Chinle Agency, and no records are to be removed from the designated area(s) where the digitization is to be performed.

The Bureau of Indian Affairs (BIA) requires records management support services. The objective is to collect, inventory, review, digitize, store, and organize all records (this may include maps larger than letter sizes but not larger than standard document scanner capabilities). The record management process shall be in accordance with National Archives and Records Administration (NARA) policies and guidelines, the Freedom of Information Act (FOIA), and the Indian Affairs Records Schedule and policy BTFA-009 (attached).

Due to the statutory, regulatory, and litigation deadlines associated with these tasks, BIA requires a contract company with at least ten years of experience with records management to provide these services within 3 months of contract award. Contract staff must have the applicable security, building, and system access to complete the tasks below.

Project Objectives

The primary objectives of this project are:

• To digitize existing paper records into high-quality digital files.

• To create a system for storing and managing digital files in a secure and organized manner.

• To reduce physical storage requirements and associated costs.

• To improve document retrieval speed and support efficient workflow processes.

• To ensure compliance with industry regulations regarding record retention and privacy.

Scope of Work

The scope of this project includes the following:

Records Identification and Inventory:

Identify and categorize the paper records that need to be digitized. This process will involve:

• Reviewing the volume of records.

• Categorizing documents by type, such as contracts, invoices, personnel files, etc.

• Identifying land use permit records that require digitization.

Preparation of Records for Scanning:

All paper records will need to be prepared before scanning. This includes:

• Removing staples, paper clips, and other bindings.

• Sorting and organizing documents to ensure the scanning process is efficient.

• Identifying any damaged or illegible records that need restoration or special handling.

Scanning and Digitization:

Documents will be scanned using high-resolution scanners to produce clear, readable digital files.

Specifications include:

• Scan resolution: 300 DPI resolution or better.

• File format: All files will be in PDF

• Color settings: Black & white, grayscale, or color depending on the color.

Data Indexing and Metadata Capture:

Digital files will be indexed for easy retrieval. This involves:

• Assigning appropriate metadata (e.g., document type, creation date, document ID).

o Some specific metadata fields to be captured per file or record.

Issuing Agency, Type of Land Use Permit, Land Management District, Place Names, Records management schedule number, Status, Open (Created) Date, OCR log (OCR Status, Quality, Scan Date/ID), discrepancies/issues, Permittee Name and Permittee ID number.

• Implementing an efficient naming convention for files appropriately with the 4500 Series Indian Affairs Records Schedule nomenclature.

Quality Assurance (QA) and Quality Control (QC):

After scanning, a QA/QC process will be conducted to ensure:

• The digital copies are legible, complete, and accurately reflect the original paper records.

• Any errors or issues found will be corrected.

Document Storage and Retrieval System:

A secure and user-friendly digital records management system will be implemented for storing, retrieving, and managing scanned files. This includes:

• Setting up appropriate folder structures and digital archives.

• Ensuring access controls and permissions are in place for different user roles.

Data Backup and Security:

A comprehensive backup plan will be implemented to ensure the security and integrity of digitized records, including:

• Regular backups to external storage or cloud-based solutions.

• Ensuring compliance with relevant data security and privacy regulations (e.g., GDPR, HIPAA).

• Provide access to all necessary paper records.

• Assist in the categorization and prioritization of records.

• Ensure timely feedback and decision-making on scanned files and system configurations.

The Government requires the contractor to perform the services below for the organization and its programs following all government regulations, policies, and guidance. Records shall be prepared for archiving in accordance with all Department of the Interior and NARA policies and regulations. Based on the information below, the contract shall propose a schedule of events to meet the government’s performance period of 3 months.

Inventory an estimated 3,500 letter-sized records in folders for BIA Chinle Agency. Papers in folders are mostly loose and not bounded. 100% of the work will be in scanning records. During the scanning work, records will be identified and physically tagged for possible archival or disposal. BIA will determine the final disposition of those records identified.

It is difficult to estimate total page/image count as some records have as little as 5 pages while other records can contain as much as 30 pages. Most range around 20 pages for and estimated 3,500 records which estimates the total count to 70,000 pages. Only a few pages (1-3) or 10-15% are double-sided per record. All records will require color scanning where different colors, other than black, white or gray, are present. There might be 1 or 2 oversized maps for every 10 records. The sizes range from 8 ½ x 12 inches to possible maximum widths of 32 inches.

Based on the inventory, convert applicable records to pdf files which comply with Section 508 of the U.S.

Workforce Rehabilitation Act of 1973 which mandates that all electronic and information technology developed, procured, maintained, or used by the federal government be accessible to people with disabilities. Review existing pdf files for compliance with Section 508 and convert non-compliant pdf files to comply with Section 508. BIA requires that scanned documents include OCR to make text selectable, searchable, and compatible with assistive technology. There is no published minimum OCR accuracy percentage, but OCR output must be high enough quality for screen readers, database encoding, and tools like Adobe’s accessibility checker to successfully interpret the text. The PDFs will be used internally for reference, database encoding, and permittee communications (hard copy prints), OCR/searchable PDF output is acceptable, if it provides selectable text, is structured correctly (e.g., proper reading order), and allows screen readers and other accessible tools to accurately access the content. Full tagging and remediation, such as defining headings, tables, alt text, is not required.

Scanned records shall be uploaded to a shared drive location identified by the government after award.

CONTRACTOR DELIVERABLES

The contractor shall start within 10 days after the contract team receives full building and system access.

Contractor will inventory boxes, clean (vacuum or dusting), and scan all documents in files. This includes larger maps that can fit the scanner equipment supplied. Maps larger than what the scanner equipment can handle will be pictured with a high-resolution camera. A system of connecting the images to the correct file will be important and the documentation of this system should be provided to BIA. A BIA monitor will be on duty during the duration of the contract.

Contractor will provide high resolution cameras, laptops, scanners, hand vacuums and accessories (cables, power supply, etc.) associated for the project. Monitors may be needed and will be provided by the contractor.

The Contractor shall deliver a 2-week report on the progress of the records management to the Agency manager and Contracting Officer’s Representative on the last bi-weekly Friday before 4:00 p.m MT.

Digitization Deliverables and Requirements

Summary of Digitized Records A complete listing of all records that have been scanned and digitized will be compiled. This list will provide a clear account of the materials processed during the project.

File Formats Digitized files will be delivered in the formats agreed upon prior to the commencement of the project, ensuring consistency and accessibility for all users.

Indexing and Searchability All digital records will be indexed, making them searchable and easy to retrieve as needed. Proper indexing will facilitate efficient information management and access.

Backup and Data Protection A comprehensive backup plan will be established for the digitized records to ensure data integrity and protection against loss.

Process Documentation Documentation detailing the scanning process, indexing methodology, and system configuration will be provided.

This documentation will support long-term maintenance and future reference.

Resources and Personnel All necessary resources, tools, and knowledgeable personnel required to execute the project will be provided. This includes equipment and staffing to ensure successful completion.

Execution of Tasks All scanning, digitization, and indexing tasks will be performed in accordance with the project requirements.

Compliance The project will be completed in compliance with relevant privacy laws and standards to ensure the protection of sensitive information.

Training Training on the scanned and digitized records will be provided, if necessary, to facilitate proper use and management of the new system to BIA users.

GOVERNMENT RESPONSIBILITIES

Space and Utilities

The government will provide secure space and utilities for the Contractor personnel. It is anticipated that all work will be performed in an office setting. Restroom facilities are also on-site. Internet access is not reliable and if cloud service technology is utilized, a contingency plan will be needed.

Workstation

The government will provide Workstations, including desks and/or tables, chairs, etc. for the Contractor personnel.

The space available may accommodate 2 to 3 people depending on the size of the equipment needed for scanning.

Timeline and Milestones

The project will be executed in phases, with the following timeline and key milestones:

Milestone Date Deliverable Phase 1: Project Kickoff & Planning Sept 2026 Project plan, inventory of records to be digitized

Phase 2: Preparation of Records Sept 2026 Prepared records ready for scanning Phase 3: Scanning and Digitization Oct 2026 Scanned files in the desired format Phase 4: Data Indexing and Metadata Capture

Oct 2026 Indexed and searchable digital records

Phase 5: QA/QC & Final Review Oct 2026 QA Reports, quality-checked records Final Phase: Setup and handover Oct 2026 Complete scanned, digitized and indexed land use permit records

Acceptance Criteria

The project will be deemed complete when:

• All paper records have been digitized and indexed as per the agreed specifications.

• The final records management system is fully functional and meets the project’s objectives.

• The client has reviewed and approved the deliverables and provided final sign-off.

Assumptions and Constraints

Assumptions:

• All paper records are legible and in suitable condition for scanning.

• The project timeline and deliverables are based on the assumption of full cooperation and timely decisions from the client.

Constraints:

• The project timeline may need adjustment if additional records are identified or if unexpected challenges arise during the scanning process.

• The quality of scanned files may be affected by the condition of original paper records.

Confidentiality and Data Security

Both parties agree to maintain the confidentiality of any sensitive or proprietary information encountered during the project. The service provider will implement appropriate data security measures to ensure the protection of all scanned and digitized records.

Change Management

Any changes to the scope, timeline, or deliverables will be documented through a change request process. Both parties will review and approve any proposed changes before proceeding.