II_2_Attachment_2032H8-21-R-124899_Minimum_Technical_Digitization_Specifications.pdf

Attachment to Request for Proposal 2032H8-21-R-124899

Minimum Technical Digitization Specifications

Note 1: *Any compression technique used shall be a non-proprietary, lossless compression method that does not remove data or otherwise alter the appearance of the original record. Lossy compression techniques are not acceptable for image compression for official records.

Note 2: **The recommended minimum resolution for the use of optical character recognition (OCR) processing is 300 dpi.

Element Bit Depth

Color Mode

Resolution (DPI) Scale Format* Skew Speckle Content

Indexing**

Standard Black & White (B&W) Textual Documents 1-bit Bitonal 300 100% PDF, PDF A-1

Three Degrees (3o) or less

Five Percent (5%) or less

OCR/ICR

B&W Textual Documents of a Low Inherent Contrast Nature such as Carbon Copies, Thermofax, NCR / Carbonless Paper or Documents with Handwritten Annotations

1-bit Bitonal 400 100% PDF, PDF A-1

Three Degrees (3o) or less

Five Percent (5%) or less

OCR/ICR

B&W Textual Documents with Gray-Scale Illustrations (charts, graphs, photos)

8-bit Grayscale 300 100% PDF, PDF A-1

Three Degrees (3o) or less

Five Percent (5%) or less

OCR/ICR

Textual Documents with Color Illustrations (charts, graphs, photos)

24-bit Color 300 100% PDF, PDF A-1

Three Degrees (3o) or less

Five Percent (5%) or less

OCR/ICR

Non-Textual Documents (maps, photos) 24-bit Color 300 100% JPG Three Degrees

(3o) or less Five Percent (5%) or less

OCR/ICR

Minimum Metadata Elements for IRS Records

Element Definition

File Name/Title The official name or title given to the resource. Each filename should be unique across all records series, separate storage media, and electronic folders

Description* Brief description of the record and its purpose; the account of the record (e.g., summary, synopsis)

Creator The entity primarily responsible for making the resource (e.g., Author, Originator, Organization, System Owner).

Creation Date The date of creation of the resource.

Record Identifier An unambiguous reference or intelligent chronological number assigned to the resource within a given context (e.g., unique identifier, box number, DLN, etc.). It can be numeric, alphanumeric, or alphabetic as required by the agency.

Record Value Value assigned the record according to the IRS Records Control Schedule (RCS / Document 12990) (e.g., temporary, permanent, or unscheduled)

Records Control Schedule Number

Applicable records schedule listed in Document 12990 or the General Records Schedule (e.g., RCS 29, item 53 / Job No. N1–58–95–1).

Security/Access Restriction The confidentiality or access restriction of the resource (e.g., CUI, PII, 6103)

Rights* Information about any rights or restrictions held in and over the record including usage rights relating to copyright, trademark, or personally identifiable information (e.g., copyright, license).

Coverage (if applicable)*

The geographic extent or scope of the content of the record, or the jurisdiction under which the record is relevant (e.g., Region)

Relation (if applicable)*

A related record that is included either physically or logically in the described record (e.g., attachments, appendices).

Note 1: Elements without an asterisk are required for temporary records (defined as records not listed in a General Records Schedule or Document 12990 as requiring permanent retention).

Note; 2: Elements with and without an asterisk are required for permanent records (according to Document 12990 or the General Records Schedules).

Minimum Quality Assurance, Control and Review Standards

Element Definition Hardware Calibration and Maintenance

Must include a requirement with accountability for ensuring that calibration and maintenance of the hardware equipment (e.g., scanners, cameras) is conducted based upon the manufacturer’s recommended schedule.

Image Inspection and Verification

Must include a requirement with accountability for ensuring that visual image inspection of reformatted documents is performed to verify the retrievability, legibility, page count, and accuracy of the documents that have been stored in the authoritative electronic recordkeeping repository.

Metadata Inspection and Verification

Must include a requirement with accountability for ensuring frequency and criteria for checks on metadata are complete.

Document Index Must include a requirement for a document index to maintain a list of what documents have been included in the batch of reformatted materials.

Digitization Validation Documentation

Must include a requirement with accountability for ensuring digitization validation documentation is completed.

QACR Sampling Method and Checks

Must include a requirement with accountability for ensuring the readability of electronically stored images by identifying a testing/sampling method. For example, sample 100% images stored in the system and achieve 100% accuracy.

Remediation for Unacceptable Documents

Must include a requirement with accountability for outlining steps for remediating unsuccessful, unacceptable scans and re-digitizing the documents.

Training Training should be available to assists users with complying with SOP requirements.