RFP 83389 Attach B Questions for Microfiche Conversion Project.xlsx
XLSX spreadsheet 12 KB Posted
- Attached to
- MICROFICHE DIGITIZATION PROCESS
- Solicitation number
- 83399
- Issued by
- Salt Lake County, Utah
About this file
The document is a Request for Proposal (RFP) 83389 for a Microfiche Digitization Project issued by Utah Retirement Services (URS) in Utah. The project involves securely collecting and converting approximately 130,000 microfiche jackets into digital images, with the vendor responsible for transportation, scanning, and indexing. The RFP requires vendors to submit detailed responses to a comprehensive questionnaire covering aspects such as indexing methods, scanning formats, storage protocols, security measures, retrieval processes, and project timeline. Vendors must communicate exclusively through the RFP mailbox and adhere to strict communication guidelines to maintain the integrity of the bidding process.
The RFP seeks a vendor who can provide secure digital conversion services with specific technical requirements, including document indexing, image scanning at specified resolutions, and robust security protocols for handling sensitive information like Social Security numbers and demographic data. While specific pricing is not explicitly detailed in the document, the RFP indicates that vendors should provide a cost per microfiche and discuss potential additional fees for services such as document storage, retrieval, and metadata tagging. The project emphasizes the importance of data integrity, requiring vendors to demonstrate validation and reconciliation processes, provide references from similar projects, and potentially undergo audits to verify compliance with standard policies and procedures.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 83389 Microfiche Digitization Project.pdf | ||
| RFP 83399 Attachment A Legal Requirement Checklist .docx | DOCX document |
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Text version
Sheet1
| RFP 83389 MICROFICHE DIGITIZATION PROJECT | Company Name: |
| Attachment B |
| QUESTIONS | |
| Please enter your responses to the questions in this document. The questions are very specific as to the areas to be addressed in your answers, therefore please ensure you have addressed each of the areas listed before sending your response. Feel free to provide additional information either in the response column or adding a separate document referencing the appropriate attachment in the response column. | Answers |
| The microfiche jackets would need to be prepared, scanned and indexed by your company what data would you use to index them? SSN? Name? Scan/Conversion Date? Etc. |
| When the fiche are scanned, what format are they stored in? |
| At what dpi are they scanned and what kind of image enhancements are applied? |
| Are these scanned as black and white or grayscale? |
| Are the digital documents stored on our servers or yours? |
| If they are stored on yours: |
| a) How does an internal application like we use for image archiving retrieve the document for viewing by one of our office staff? |
| b) How long do you keep our original microfiche? |
| c) Is there a cap or maximum amount of time digital documents are stored on your infrastructure? |
| d) What is the average retrieval time for a given document or set of documents from your system? |
| e) What kind of security measures does your system use/include since the digital images that you will be storing will contain, SSNs, demographic info, bank account information, etc….? |
| f) If the records are stored on your servers, will we be assessed a charge for each request for records? If yes, provide a detailed explanation of the fees. |
| If these documents are given back to us so that we can import or insert them into our imaging system: |
| a) What kind of indexing information will be provided? Will this be via the file name? Or some kind of web service call? |
| b) Can you output the scans into multipage PDFs? |
| Do you have any kind of technique to ensure that all the images were scanned, and indexed properly, some kind of reconciliation between what was expected and what ends up in the system? |
| What is the timeline to complete the project? |
| Can you accommodate transporting the Microfiche to your site in one trip? |
| What would you need us to do to prepare the microfiche for pick up? |
| Can you accommodate rush pull requests for any jackets we need to view during the process? |
| Once the project is complete, will you hold the fiche for a period of time, destroy or return it? |
| Explain in detail how your organization will return the physical files to our Office’s when you have completed your digital conversion process? |
| What will be the final delivery method for the converted images? |
| What kind of security is in place to protect our documents and information from cyber threats or damage physically and virtual corruption? |
| What is the cost per fiche? |
| Do you offer indexing or metadata tagging options? |
| How do you ensure that data is indexed to the correct identifier, e.g. case #, ssn? Do you have a validation/reconcilliation process? |
| What challenges might we experience and need to be aware of with the finished product? What has been your experience with other projects? |
| Do you have references from previous clients with similar attributes to our project? |
| Do you have the equipment to handle all forms of our microfiche? |
| How many projects have they done? |
| Do they have an audit that shows you are following standard policies and procedures, e.g. SOC 2? |
| How are our Microfiche documents physically transported from our Offices to your scanning location? Please explain in detail. |
| Will your organization sign URS's Non-disclosure Agreement? |
File details come from the government source that posted it. Updated .