Digitization Questions Answers.pdf

SPE602-26-R-00035 Digitization Services

Questions & Answers

1. Could the Government please provide an example of the requested file-level indexing structure, including the expected level of detail for individual files/records?

The PWS provides the requirements for file-level indexing in Section 5.10, Metadata Application and Indexing, and Technical Exhibit 4, Minimum Metadata Requirements. Section 5.10 requires the final electronic index to identify the digitized records, file names, directory structure, and corresponding physical record locations. Technical Exhibit 4 identifies the minimum metadata elements for each record, including Agency, File Name, Record ID, Title, Description, Creator, Creation Date, and Rights. Additional metadata elements are identified for dockets and legal binders.

For an illustrative example, an individual index entry could be structured as follows:

Agency: MSHA File Name: Mine_Inspection_Report_Beckley_20240101.pdf Record ID: [applicable record identifier] Title: Mine Inspection Report – Beckley Description: Mine inspection report Creator: [as identified in the source record] Creation Date: 01/01/2024 Rights: [applicable access/restriction information] Directory/Physical Location: [applicable folder, docket, and/or box location]

The file name shown above is taken from MSHA's File and Folder Naming Guidelines and is provided only to illustrate how the PWS metadata requirements could be reflected at the individual file level. The actual file names and metadata will be based on the records being digitized and the Government-furnished information. MSHA's naming guidelines require file names to be descriptive, clear, and consistent and generally follow a Record Description + Record Year format.

The vendor can also refer to PWS Section 3.1, which states that the Government will provide available box lists, docket listings, file inventories, naming conventions, access instructions, and other available information needed to perform the indexing.

2. Could you please confirm whether a CBA applies to this requirement and, if so, provide the applicable CBA? If not, can we treat that reference as not applicable to this acquisition?

CBA does not apply to this requirement.

3. Please confirm the required final file format for the digitized records. Does MSHA require searchable PDF or PDF/A files, or will another NARA-approved format be specified after award?

Digitized records must be provided in NARA-approved formats, with OCR or other approved searchability methods applied where appropriate. See PWS Sections 5.6, 5.7, and 5.11 and Technical Exhibit 5 – Digital Formats.

4. The PWS identifies records maintained in books, binders, and notebooks. Do any of the records have bindings that cannot be removed without damaging the original, such as permanently bound books or sewn bindings? If so, can MSHA estimate the quantity or percentage of affected records?

The collection includes books and records secured by staples, paper clips, binder clips, binders, and notebooks. Bindings and fasteners may be removed or otherwise addressed as necessary for digitization, provided the original page order is preserved. The Government cannot currently provide estimated quantities or percentages for specific binding types. See PWS Sections 1.4 and 5.5.

5. PWS Section 3.1 states that the Government will provide available box lists, docket listings, file inventories, and naming conventions. Does MSHA currently maintain a complete inventory of approximately 53 base-scope boxes, or should the contractor anticipate creating or supplementing the inventory after receipt?

The Government will provide available box lists, docket listings, file inventories, naming conventions, access instructions, and other available information. The Contractor is responsible for receiving and tracking the records and maintaining the required chain-of custody information. The PWS does not state that a complete file-level inventory of all 53 boxes currently exists. See PWS Sections 3.1 and 5.3.

6. Will MSHA provide the index values needed to establish the required file names, directory structure, and corresponding physical-record locations? For the metadata elements identified in Technical Exhibit 4, please distinguish the values MSHA will provide from those the contractor must derive from the records.

The Government will provide available box lists, docket listings, file inventories, naming conventions, access instructions, and other available information. The Contractor is responsible for applying the required metadata, indexing the records, and deriving necessary metadata from the records when it is not otherwise Government-furnished. See PWS Sections 3.1, 5.6, and 5.10 and Technical Exhibit 4 – Minimum Metadata Requirements. Case Cause Identification will be provided post-award.

7. For purposes of applying the appropriate NARA digitization requirements, are the records designated as permanent, temporary, or a mixture of both? If they are a mixture, will MSHA identify the applicable disposition category or records schedule for each record series?

The records are permanent. The physical originals must be returned to the Government and shall not be destroyed. See PWS Sections 5.12 and 6.2.

8. Technical Exhibit 5 permits bitonal, grayscale, or color scanning depending on the source material. Does MSHA have a preferred default color mode, or should the contractor select bitonal, grayscale, or color on a document-by-document basis to preserve all information contained in the original?

No. The Contractor should select the appropriate scanning mode based on the source material. See Technical Exhibit 5 – Digital Formats for the bitonal, grayscale, and color requirements.

9. May the contractor use 300 ppi as the standard scanning resolution, increasing the resolution when necessary due to poor legibility, low contrast, fading, handwriting, photographs, or other source-document conditions consistent with Technical Exhibit 5?

Yes. Technical Exhibit 5 permits 300–600 ppi for bitonal images and 300–400 ppi for grayscale and color images. Resolution should be increased when appropriate based on the condition and characteristics of the source material. See Technical Exhibit 5 – Digital Formats and PWS Section 5.8.

10. What is the approximate age range of the records? For example, are the records primarily from the 1970s through the 1990s, more recent, or a mixture of periods?

The Government cannot currently provide a reliable age or date range for the records. The PWS notes that several documents exhibit signs of age and fragility. See PWS Section 1.4 Scope.

11. Are the approximately 53 boxes generally partially filled, normally filled, or packed to capacity? If available, please provide an estimated percentage of boxes that are filled to capacity.

The Government cannot currently provide a reliable estimate of the percentage of boxes filled to capacity. The estimated workload is approximately 53 boxes/141,655 pages. See Technical Exhibit 3 – Estimated Workload Data.

12. Can MSHA estimate the percentage of the records maintained in binders, notebooks, or permanently bound formats, as opposed to folders or loose paper?

Most documents are organized in folders. The collection also includes books and records secured by staples, paper clips, binder clips, binders, and notebooks. The Government cannot currently provide reliable percentages by format. See PWS Section 1.4 – Scope.

13. PWS Section 5.12 requires the contractor to reassemble the physical documents in the order provided. Is the contractor also required to replace removed staples, paper clips, binder clips, and other fasteners or otherwise rebind the records following scanning?

No. The PWS does not require the Contractor to replace individual staples, paper clips, binder clips, or other removed fasteners or to rebind the records. The Contractor must preserve the original page order and reassemble the physical documents so they can be returned in the order provided. See PWS Sections

5.5 and 5.12.

14. PWS 6.5 asks that PDFs created from scanned documents be accessible "to the extent required by the contract." For the scanned PDFs, is a PDF/A file with an OCR text layer and document properties acceptable, or does the Government require fully tagged PDF/UA files?

The PWS does not specify PDF/A or PDF/UA as the required final file format. All applicable electronic deliverables, including scanned PDFs, must comply with Section 508 requirements. OCR-generated searchable PDFs are acceptable if they meet the applicable Section 508 accessibility requirements. See PWS Section 6.5 and Technical Exhibit 5 – Digital Formats.

15. For CLIN 0001, should Blocks 21 and 22 of the SF 1449 carry a per-page quantity (141,655), a per-box quantity (53), or a single lot price? And would you like TIFF masters delivered alongside the PDF/A files, or PDF/A only?

Include price only. The PWS does not require delivery of both TIFF master files and PDF/A files.

Digitized records must be provided in NARA-approved formats and meet the PWS requirements. See PWS Sections 5.6 and 5.11 and Technical Exhibit 5 – Digital Formats.

16. For the 53 boxes, is there an estimate of the number of files per box and the share of bound volumes or oversized items?

No. The Government cannot provide a reliable estimate of the number of files per box or percentage of bound volumes. The estimated workload is approximately 53 boxes/141,655pages. MSHA previously estimated that approximately 5–10% of the records may consist of folded oversized documents, with sizes up to approximately 4' x 5'. The collection also includes books and records secured by staples, paper clips, binder clips, binders, and notebooks.

17. We assume that the documents are boxed up, each box contains folders, and the folders represent a single record. Would you please confirm?

The collection includes books and records secured by staples, paper clips, binder clips, binders, and notebooks. Bindings and fasteners may be removed or otherwise addressed as necessary for digitization, provided the original page order is preserved. The Government cannot currently provide estimated quantities or percentages for specific binding types. See PWS Sections 1.4 and 5.5.

18. Can you estimate the number of folders/records in a box? The Government will provide available box lists, docket listings, file inventories, naming conventions, access instructions, and other available information.

The Contractor is responsible for receiving and tracking the records and maintaining the required chain-of-custody information. The PWS does not state that a complete file-level inventory of all 53 boxes currently exists. See PWS Sections 3.1 and 5.3.

19. Can you estimate the percentage of records requiring bitonal/black-and-white, gray scale, and color scanning?

No. The Government cannot currently provide a reliable estimate of the percentage of boxes filled to capacity. The estimated workload is approximately 53 boxes/141,655 pages. See Technical Exhibit 3 – Estimated Workload Data.

20. For indexing, do you know the number of items to be indexed and the length of the fields to be captured. Is there any information you can provide about the contents of the index record?

The Government will provide available box lists, docket listings, file inventories, naming conventions, access instructions, and other available information. The Contractor is responsible for applying the required metadata, indexing the records, and deriving necessary metadata from the records when it is not otherwise Government-furnished. See PWS Sections 3.1, 5.6, and 5.10 and Technical Exhibit 4 – Minimum Metadata Requirements. Case Cause Identification will be provided post-award.

21. Where’s the metadata coming from? We assume it’s coming from the folders, but would you please confirm?

The Government will provide available box lists, docket listings, file inventories, naming conventions, access instructions, and other available information. The Contractor is responsible for applying the required metadata, indexing the records, and deriving necessary metadata from the records when it is not otherwise Government-furnished. See PWS Sections 3.1, 5.6, and 5.10 and Technical Exhibit 4 – Minimum Metadata Requirements. Case Cause Identification will be provided post-award.

22. Would you like bidders to provide pricing on CLIN3 and CLIN4, the optional portions which were included in this solicitation?

These CLINs are optional and will only be exercised if authorized by the Contracting Officer and subject to the availability of funds.