Appendix_A-Technical_Reference.pdf
PDF 132 KB Posted
- Attached to
- Record Conversion Services for Register of Deeds
- Solicitation number
- 2026-11
- Issued by
- Dillon County, South Carolina
About this file
This document is Appendix A, a Technical Reference (Non-Mandatory Guidance) for a county document digitization project. The appendix provides detailed technical guidelines for potential proposers outlining recommended best practices for document scanning and preservation. The technical practices described are industry examples that proposers may use to demonstrate compliance with county performance requirements, though they are not mandatory.
The guidance covers comprehensive scanning and document management protocols, including specialized techniques for handling various document types such as bound books, mechanical binders, and plats. Key technical specifications include using custom scanning equipment, ensuring high-quality image capture (100% thumbnail and full-size inspection), implementing sequential file naming conventions, employing double-key data entry for indexing with 98%+ accuracy, and providing archival preservation methods like de-acidification and page mending. The document also specifies delivery requirements, such as providing Poor-Quality Image Reports and submitting both JPEG and TIFF image versions on USB drives.
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Appendix A – Technical Reference (Non-
Mandatory Guidance)
The following technical practices represent examples of industry methods that may be used to achieve County performance requirements. Proposers are encouraged, but not required, to demonstrate compliance with or equivalence to these standards in their proposals:
• Book Handling: Use custom cradles and glass platens to scan bound volumes without damaging spines; return all materials to shelves in original order.
• Mechanical Binders: Remove pages smaller than 12" for feed scanning; return all pages to binders post-scanning.
• Image Quality: Inspect 100% of images as thumbnails for scanner errors and again at full size; rescan at no charge if defects found.
• Plats: Unbind, unfold, and flatten prior to scanning; capture at 300 dpi with a large-format scanner.
• File Management: Sequentially number TIFF images with zero-filled 8-digit identifiers;
group and name documents consistently.
• Index Verification: Use double-key entry with comparison software to identify mismatches and ensure 98%+ accuracy.
• Preservation: De-acidify acidic paper using approved archival sprays; mend torn pages with Japanese tissue; rebind as necessary.
• Delivery: Provide County with Poor-Quality Image Reports sortable by document/page number and issue type; deliver both JPEG and TIFF versions on USB drives.
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