Attachment_1_-_Marriage_Record_Tracking_Spreadsheet.pdf

This is a Marriage Record Tracking Spreadsheet attachment supporting a Request for Information (RFI) issued by the California Department of Public Health (CDPH) regarding the digitization of marriage records. The spreadsheet serves as a tracking mechanism for the management of approximately 3 million paper marriage records that require digitization. The document is designed to monitor the processing workflow of these records through various stages, tracking box numbers, marriage years, county codes, and sequential file numbers (SFNs) for organizational and quality control purposes. The RFI seeks vendor capabilities and market insights into high-volume imaging and indexing solutions that can produce high-quality digital images, structured index data, and ensure secure handling of sensitive documents throughout the digitization process.

The tracking spreadsheet includes fields for recording key dates and personnel involved in the record management process, including dates when records are issued to vendors, vendor initials, return dates from vendors, CDPH initials, and dates when records are verified with corresponding CDPH initials. This document establishes the administrative framework for monitoring chain-of-custody and quality assurance throughout the digitization project. The RFI is explicitly noted as market research and information-gathering for planning purposes only and will not be scored, indicating that CDPH is in the preliminary assessment phase to understand available technologies, vendor capabilities, and approaches before developing formal procurement specifications for this large-scale digitization initiative.