Digitization of Paper Transcripts for TSTC - Harlingen I. Purpose

Texas State Technical College (TSTC) is seeking a qualified supplier to provide comprehensive services for the digitization of paper transcripts from the 1960s to the 1990s. This initiative aims to modernize record storage, improve accessibility, and ensure permanent preservation of vital documents. The digitization process must produce high-resolution, text-searchable PDF files with clearly indexed metadata, securely stored and returned.

Overview This project aims to modernize and preserve approximately 60,000 fragile paper transcripts stored in four cabinets, totaling around 120,000 documents when counting both sides. These transcripts are permanent records that have undergone retention review, making their preservation critical. By converting these documents into high-resolution, text-searchable PDF files, TSTC will enhance accessibility for students and staff while ensuring the long-term preservation of vital academic records. This initiative addresses the fragility of the documents, ensuring they are securely handled and stored throughout the digitization process.

II. Scope of Work A.Secure Transportation and Chain of Custody

● Pickup & Transportation: The supplier is responsible for arranging secure pickup and return of all fragile paper documents from the TSTC Harlingen campus (from fire-safe cabinets). The supplier must ensure proper handling protocols and insurance coverage.

● Transport: All materials must be transported using secure, trackable methods to ensure custody is maintained throughout the chain of possession. Implement documented chain-of-custody procedures at each transfer point; maintain custody logs.

● Secure Delivery: Return of digitized files on external hard drives, with encryption and data security features during transfer. All files must be returned to Texas State Technical College for proper disposal procedures.

B.Handling and Preparation

● Use handling procedures appropriate for fragile documents to prevent damage during preparation and scanning.

● Remove fasteners, gently flatten folds, and mend minor tears as needed. Document any items that cannot be prepared without risk and notify TSTC for direction.

C.Imaging & OCR

● Scanning: High-resolution scanning of documents at a minimum of 300 DPI; use black and white or grayscale as appropriate; apply deskew, despeckle, and contrast correction to ensure legibility; preserve full content without cropping.

● Optical Character Recognition (OCR): Apply OCR to all digitized pages to produce text-searchable PDFs, and disclose the OCR software and any AI models used, expected accuracy and known limitations (for example, handwriting or degraded originals), whether OCR is performed inline during scanning or post-scan, and the quality control checks used to verify and correct OCR accuracy.

D.Indexing and File Deliverables

● Index files at a minimum by Student Name, Student ID, Date of Birth, Social Security Number when present, and document type when available.

● Organize deliverables either as one multipage, OCR-enabled PDF per student record or as OCR-enabled

PDFs at the document level, and include a brief rationale for the proposed structure.

● Include metadata and a clear file-naming convention to support search by both file name and internal content.

● When file size requires segmentation, provide multi-part PDFs and maintain clear, logical sequencing across all parts.

E. Quality Control and Acceptance

● Provide a quality control plan that describes sampling frequency, acceptance thresholds, and procedures for identifying and correcting errors.

● Set minimum targets as follows:

■ Image legibility acceptance at or above 99.5 percent for non-defective originals.

■ OCR character-level accuracy at or above 98 percent for machine-typed text, while acknowledging limitations with handwriting and degraded sources.

● Submit an initial sample set for TSTC review and acceptance of image quality, OCR, indexing, and file naming before moving into full production.

● Correct supplier-caused errors, including rescans, at no additional cost, and document the corrective actions taken.

● Provide periodic quality control reports that summarize defect rates, rescans, root causes, and the remedies applied.

F. Security, Privacy, and Compliance

● Comply with FERPA and all applicable state privacy requirements.

● Encrypt data in transit and at rest, such as through SFTP and AES-256–encrypted removable media.

● Limit data access to authorized personnel and maintain access logs.

● Disclose relevant security certifications or attestations, such as SOC 2 Type II, ISO 27001, or ISO 9001, if held.

● Prohibit the use of project data for model training, and do not offshore services or storage without prior written approval.

G.Project Management and Schedule

● Support phased or staggered deliveries and state expected weekly throughput and staffing levels.

● Identify a project manager as the single point of contact and describe the communication cadence, risk tracking, and issue resolution approach.

H.Reporting

● Provide weekly status reports that include production volumes, quality control metrics, issues, and risk mitigation steps.

● Provide a final report that summarizes total pages processed, exceptions, defect and rescan rates, and lessons learned.

III. Requirements for Proposal Criterion One: Technical Approach and Methodology (Scanning, OCR, Indexing, Delivery)

■ Scanning and image processing

●Provide equipment specifications and scanning settings (minimum 300 DPI in black and white or grayscale), and describe image enhancement methods (for example, deskew, despeckle, contrast correction).

●Describe handling procedures for fragile paper documents that preserve page order and prevent damage.

■ OCR approach

●Identify the OCR software and disclose any AI models used.

●Provide expected OCR accuracy rates and known limitations (for example, handwriting or degraded originals).

●Explain whether OCR occurs inline during scanning or post-scan and describe QC checks used to verify and correct OCR accuracy, including frequency and methods.

■ Indexing and file structure

●Describe the indexing methodology, including how files will be segmented and named (for example, Student Name, Student ID, DOB, SSN).

●Explain how multi-part PDFs will be handled if required due to file size limits, and how logical sequencing will be maintained.

●Confirm the ability to accommodate future needs such as re-indexing or adding metadata.

■ File format deliverables

●Confirm delivery as multipage PDFs grouped by student record with OCR and/or document-level PDFs with OCR, and provide a brief rationale for the proposed structure.

●Confirm the ability to produce PDFs that are searchable by both file name and internal content.

■ Secure delivery, storage, and return

●Describe the data storage and return process, including encryption and data security during transfer

(for example, SFTP or encrypted removable media).

●Confirm that all files are returned to TSTC post-digitization for proper disposal processes.

■ Transportation logistics and chain of custody

●Describe the process that ensures physical safety and environmental protection (for example, temperature and humidity controls) during transport and storage.

●Confirm secure pickup and return of all paper documents from TSTC’s Harlingen campus and provide an estimated turnaround time from pickup to final delivery.

■ On-site processing option

●If on-site processing is offered, include the proposed approach, required conditions, and any impacts on security, scheduling, or cost.

Criterion Two: Experience with Similar Projects and Quality Control Measures

■ Experience and references

●Provide a summary of experience with projects of similar size and complexity, especially work for

Texas higher education institutions or state agencies and large-scale paper digitization with OCR.

■ Internal quality control processes

●Describe QC processes, including the frequency and method of quality checks (for example, percentage sampled, automated error detection).

●Explain the approach for correcting errors (for example, rescanning procedures and customer notification).

●Describe staff qualifications and training relevant to handling fragile documents and ensuring digitization accuracy.

■ Certifications and standards

●List any certifications or standards followed (for example, SOC 2 Type II, ISO 27001, ISO 9001), if held.

■ Error reporting protocol

●Provide a clear protocol for reporting errors or issues, including timelines and corrective actions (such as rescanning damaged pages or addressing discrepancies).

Criterion Three: Sample Output and Proposed Project Timeline

■ Sample output

●Provide sample files representative of final deliverables, demonstrating image quality, OCR accuracy, indexing, and naming conventions.

■ Project schedule

●Provide an estimated duration to complete digitization of all documents.

●Identify key milestones (for example, pickup, sample delivery for review, mid-point check-in, final delivery).

●Describe the ability to support phased or staggered deliveries.

●Provide staffing availability, roles, and estimated number of technicians assigned.

●List assumptions used to build the project timeline.

Criterion Four: Pricing

■ Pricing structure

●Provide a detailed, itemized pricing breakdown that includes per-image and per-hour rates as applicable, and line items for scanning, OCR, indexing, enhancement, media/encryption, transportation, and optional on-site services.

●Identify potential cost escalators or variables that may affect total cost.

●State whether pricing is firm-fixed or time-and-materials.

●Outline the cost for single and/or multiple file types (for example, PDF, TIFF) if offered.

●Include the cost of transporting documents and any on-site service costs.

●Include any applicable volume discounts or pricing options for future projects or add-on services.

Criterion Five: History of Support for Institutions of Higher Education in Texas

■ Provide a history of support for Texas IHEs as defined in Texas Education Code 51.9335(b)(8), with specific examples such as financial or in-kind donations, internships/externships/apprenticeships, sponsorships, collaborative research, training, or educational outreach. If no history exists, describe planned efforts to develop such support.

IV. Evaluation Criteria The evaluation of the proposals shall be based on the requirements described in this RFP. All properly submitted proposals will be reviewed, evaluated, and ranked by TSTC in accordance with the evaluation criteria set forth below:

Criteria to be Evaluated Points

Technical Approach and Methodology (Scanning, OCR, Indexing, Pickup /Delivery)

Experience with Similar Projects and Quality Control Measures 25

Sample Output and Proposed Project Timeline 15

Pricing 20

History of Support for Institutions of Higher Education in Texas 5

Total 100

IV.Evaluation Criteria