Attachment_A-sample_scope_of_work_PDF.pdf
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- Attached to
- Digital Imaging
- Solicitation number
- 2025-182
- Issued by
- Collin County, Texas
About this file
This is a Scope of Work attachment for a digital imaging project involving Collin County, Texas, which seeks to convert paper documents to digital storage in accordance with Texas Local Government Code Chapters 201-205 and Texas Administrative Code Chapters 7.71-7.9. The project encompasses the scanning and digitization of closed felony and misdemeanor case files, with services including document preparation, scanning, quality control/quality assurance, and output into customer-defined formats for upload. Document preparation requires removing staples, paper clips, and repairing torn documents; unfolding bent materials; scanning all envelopes and contents; and ensuring the first page scanned matches the case name and number on the folder. Special handling is required for colored receipts and color photographs, which may need grayscale or color scanning settings respectively. All documents will be scanned at 300 DPI in duplex format with backside detection and blank page removal, with each file folder scanned as a multi-page TIFF file. The scope includes 100% image-to-image quality assurance and quality control review to identify and address blank pages, poorly scanned images, and askew images, with notations made when best practices were applied but image quality remained poor.
The contractor must return all records to their original boxes in the same order as removed and in their original file folders following scanning completion. Data output requires document naming using the cause/case number, with clear fiscal year separation if multiple years are combined onto one CD/DVD. Metadata formatting specifications include fields for name (up to 50 characters), case/cause number (up to 50 characters), and offense (up to 50 characters). The project is structured as a multi-year initiative to create a digital electronic warehouse for county records providing long-term preservation and enhanced public access to current and historical county records. Pickup and delivery procedures will be coordinated with detailed contact information and alternates to be provided to the contractor. The solicitation does not specify pricing terms, set-aside designations, incumbent contractors, funding sources, or contract term duration within this scope of work document.
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ATTACHMENT A-Sample Scope of Work
Sample scope of work for specific department (for illustration only)
Project Name:
Template Fields:
Approximate number of boxes:
Estimated pages/images to be scanned:
Project Description:
The project will consist of document preparation, document scanning, quality control/quality assurance and output into a customer defined format for upload. This project consists of closed Felony and Misdemeanor case files. The majority of boxes will contain non scan items which will require inventory and placement into separate box for return to Collin County.
Document Preparation:
Files will be prepped for scanning:
Removing staples, paper clips, repairing torn documents to the best of abilities, unfolding documents including bent corners.
All envelopes must be scanned along with all contents. (note: if envelope is sealed, contact Collin County for further instructions)
Ensure that the first page scanned includes/matches the name and case # on the folder.
Pink receipts may not scan in black and white. You may need to copy these and scan the black and white copy. When scanning receipts (pink, yellow, white) some may require grayscale instead of black and white for best, legible quality. This can be done on a case by case basis.
ONLY color photos are to be scanned using color setting.
Questions regarding document preparation may be addressed to (name of Records staff primary contact) on the Records Staff.
After scanning handling:
Once scanning is complete these records should be returned to their original box, in the same order as removed, in original file folder (no stapling, placing back in envelope or brads required).
Scanning:
Scanning will be at 300DPI, duplex with backside detection and blank page removal. Each file folder/document/record will be scanned as a multi-page tiff. Notations must be made if best practice was used and image is poor quality. (Example: page in file was a copy that is sideways and cut off, etc..) (See Attachment B for example)
QA/QC:
QA/QC will consist of 100% image to image review, removal of blank pages, review of poorly scanned images and images that are askew, etc.
Data Output:
Document name is the cause/case number.
If you combine documents from several fiscal years onto one CD/DVD, you must clearly separate by fiscal year.
Metadata format:
Fields o Name = up to 50 characters o Case/Cause Number = up to 50 characters o Offense – up to 50 characters
Pickup and Delivery: Detailed contact information and alternates will be furnished.
File details come from the government source that posted it. Updated .