Scanning Services Specifications.docx

DOCX document 17 KB Posted Nov 3, 2021

Attached to: SFM Doc Image services & support
Solicitation number: 22-592SFM-AMIN5-B-25482
Issued by: Illinois

About this file

Written by GovTribe AI · Sep 7, 2024

This document contains the Scanning Services Specifications for a contract with an Illinois state agency. The vendor will perform document imaging services including scanning, index capture, and image processing of documents and drawings. The vendor must comply with Illinois State Records Commission Rules and generate unique tracking data elements for each document. The vendor will create digitally imaged documents in DocuWare format and process microfilm documents to digital images. The vendor must perform quality assurance measures to ensure image legibility, completeness, and proper sequencing. The vendor will also produce 16mm microfilm from the digitized documents, adhering to specified requirements for image size, orientation, indexing, and labeling.

The pricing and other commercial terms are not specified in this document. The agency has numerous state records applications with specific retention and disposal conditions that the vendor must comply with. The vendor must obtain sequential microfilm reel numbers from the agency and segregate documents by records application as required. The agency will provide previously digitized documents to the vendor for microfilm production, and the vendor must perform quality assurance on the microfilm production process.

View the file

Other files

File	Type	Posted
Standard Certifications V.18.1.docx	DOCX document	Nov 3, 2021
Standard Terms and Conditions v.20.1~9.pdf	PDF	Nov 3, 2021
COVID19 PROTECTIONS~1.docx	DOCX document	Nov 3, 2021

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

Scanning Services Specifications

The vendor will perform all quality assurance measures to comply with Illinois State Records Commission Rules including the following document imaging services:

Documents and Drawings

1.	All document scanning, index capture and image processing are to be performed at the vendor's facility using the vendor's hardware and software.
2.	The vendor shall generate a unique tracking data element for each document to identify the batch, document, and sequential image(s} of each document. This data element is to be included in the document file header and the index fields for all Agency DocuWare databases. This tracking data element will allow the Agency to communicate with the vendor regarding any errors and corrections needed.
3.	Creation of digitally imaged documents in DocuWare format using the appropriate database configuration, file naming conventions, index data, and document file header to enable direct import into the Agency's DocuWare installation.
4.	All digital images (both B/W and color pages} are to be generated by the vendor using image processing techniques such that delivered images are not blurred when rendered as thumbnail images or when scaled up or down.
5.	The vendor will place an illegible insert within each imaged drawing set before each image or consecutive set of images resulting from illegible original paper drawing pages.
B.	Documents
1.	Scanning methods and applications are to be developed by the vendor using (e.g., optical character recognition (OCR} template(s}} recognition methods based upon the Agency document index form(s}. The recognition application(s} developed by the vendor are to be used to aid in accomplishing the following:
a.	Document separation.
b.	Deletion of blank sides of pages with appropriate threshold settings.
c.	De-skew and size the image to that of the original page.
d.	Toggle/switch between B/W to color to capture color images using the patch sheets inserted in document preparation by the Agency.
2.	Each image file and its associated index file must have a direct relationship.
3.	All documents are to be scanned as duplex pages and result in single-page bi-tonal (B/W) tagged image format (TIFF} files or single-page color JPEG image files (as indicated with patch sheet insertion) having a default resolution of 200 dots per inch (DPI}. Color images may be TIFF format files using JPEG or similar compression. Blank back-sides are to be removed. If needed, resolutions of greater than 200 DPI may be used in order to create a legible image(s).
4.	Microfilm documents:

The Agency will provide copies of jacketed microfilmed documents for conversion and processing to digital images.

a.	Microfilm documents are to be digitally imaged such that each document page present on the diazo film jacket results in a digital image.
b.	The vendor will utilize scanning and image processing techniques to render digitally imaged pages from the microfilm optimized for legibility, resolution, file size and a portrait orientation.
c.	The resulting digital images are to be processed using image threshold settings to eliminate any blank microfilm images. Agency microfilm is in either 24X or 40X reduction ratios.
d.	A single digitally imaged document is to be produced for each file ID and/or records category division.

The vendor will perform the following QA measures to comply with Illinois State Records Commission Rules including the following:

A.	Documents and Drawings
1.	During the scanning process, the vendor's scanner operator(s) will employ necessary QA measures to ensure the following:
a.	All images are no less legible than the corresponding source drawing pages.
b.	All information present on each original paper drawing is present on the corresponding image.
c.	Image legibility, quality and completeness.
d.	The order or sequence of the images corresponds to that of the original paper document or drawing set.
e.	The integrity of document separation as indicated by the placement of index forms.
f.	Document pages greater than standard letter size (e.g., legal: 8.5'' X 14; ledger: 11" X 17") that were folded in the document preparation process are unfolded when scanned in order to capture all information on the page(s).
g.	All images are no less legible than the corresponding source document page.
h.	Images have all information present on the corresponding original paper document page. In the event of a discrepancy, the vendor will determine whether data fields were not read correctly during scanning or whether there was a preparation error made by the Agency, etc. The vendor will correct all identified errors prior to delivery of the images to the Agency. Additionally, if needed, the vendor will contact the Agency for guidance in making corrections.
2.	The above QA measures will include making needed corrections including, but not limited to document miss-feeds, missed pages, page rescans, image optimization, insertion of, or reordering images as appropriate within documents.
3.	Any images found to be illegible, truncated, or of poor quality and not the result of the original page(s) quality or legibility will require rescanning of the original paper page and replacement of the inadequate image(s).
4.	An electronic index data file described at Section V.B will be provided by the Agency. This file provides a document count for each batch (also included on the paper batch control sheet) and a complete copy of all index data for each document in a batch.
5.	The vendor will develop and employ processes to ensure that:
a.	The imaged document count corresponds exactly to the paper batch document count for each batch.
b.	All captured index data elements for each document corresponds exactly to the index data for the document provided within the Agency's electronic data file and/or to data rules and formatting described herein as appropriate.
c.	In the event of a discrepancy, the vendor will determine whether data fields were not read correctly during scanning or whether there was a preparation error made by the Agency, etc. The vendor will correct all identified errors prior to delivery of the images to the Agency.
6.	The vendor must complete all fields for each appropriate process step and custody transfer indicated on the paper batch control form. Additionally, the paper batch control form for each batch must accompany the corresponding batch throughout all processing and custody transfers.
7.	The vendor will provide an image count for each batch on the paper batch control form.
8.	Following completion of all vendor digital image QA activities and prior to delivery of the electronic document images to the Agency, the document index form images are to be removed from the beginning of each electronic document.

The vendor will deliver all digital images in DocuWare format. Bi-tonal (B/W) images will be single-page TIFF images and color images will be single-page JPEG images. Color page images may be TIFF format files using JPEG or similar compression.

A.	Vendor Imaged Documents to Microfilm:
1.	Prior to regular 16 MM microfilm production, the vendor shall provide digital versions (on CD/DVD} of all images to be placed on the film reel in the proper sequence. This should help to prevent costly errors associated with film production mistakes. All pre-film production CDs are to be labeled with the relevant batch of the Agency. This may not be required after routine production of correctly formatted and sequenced microfilm has been accomplished.
2.	16-millimeter simplex microfilm {100 foot or 215 foot reels} shall be produced from the corresponding electronic images for all resulting images.
3.	Microfilm is to be produced only after the Agency has approved and accepted the corresponding electronic images and index data, and all corrections to the electronic images have been made final. The vendor will obtain Agency approval prior to producing microfilm for each batch.
4.	The vendor will obtain sequential ranges of microfilm reel numbers from the Agency to assign to reels as specified by the Agency.
5.	The vendor will perform all quality assurance measures to comply with Illinois State Records Commission Rules including the following:
a.	all images from each batch are included on the appropriate microfilm reel,
b.	all required or Agency specified inserts are included at the proper place on each reel, and
c.	there are no physical defects on the microfilm.
6.	The document index forms are to be left in place at the beginning of each document and included on the microfilm.
7.	All microfilm produced from images must be in compliance with, and meet all criteria and specifications of the Illinois State Records Commission Rules.
8.	The Agency will specify and approve all microfilm inserts (e.g., resolution charts, start and end images, etc.) and their sequence on each reel prior to work commencing.
9.	If multiple batches are placed onto a single microfilm reel, all beginning and end targets required within Illinois State Records Commission Rules shall be placed at the beginning and end of each batch on a microfilm reel.
10.	Document batches are to be placed on resulting microfilm reels in ascending order of batch ID.
11.	A consistent, uniform image size reduction ratio shall be used to accommodate portrait orientation (i.e., comic mode) of standard letter size documents. Oversized images should be rotated such that no information is omitted. Unless otherwise mutually agreed upon by the Agency and the vendor, the reduction ratio for 16-millimeter microfilm shall be 34X.
12.	If stated in the Agency's Specifications, all 16-millimeter microfilm shall be segregated onto separate microfilm reels.
a.	The vendor will generate a document index of all documents within each batch on each microfilm reel. The indexes shall be sorted and in a format prescribed by, and subject to, approval by the Agency prior to any microfilm production. In general, the document indexes should be ordered to reflect the document sequence within each batch as described below. Data elements to be included in the index will be provided by the
b.	Image sequence on microfilm reels: All imaged documents within each batch for which microfilm is to be produced are to be ordered as per the Agency's Specifications.
c.	As per the Agency's Specifications, the quantity and type of microfilm reel(s) will be produced.
d.	All microfilm will be toned for preservation to yield a standard archival life expectancy of 300 years.
e.	All microfilm reels shall be delivered in acid-free boxes and labeled as specified by the Agency.
13.	The Agency has numerous State Records Applications in place each with specific retention and disposal conditions. To comply with the conditions of the records applications, microfilm must be produced such that all records contained on a particular microfilm reel are subject to the same records application
14.	The Agency and Vendor must comply with the Agency's pertinent State Records Application.
15.	Agency record (document) categories are often directly related to a corresponding records application. Where mixing of documents related to different records applications within a batch is of concern the Agency will categorize, prepare and segregate documents within distinct batches to facilitate film production.
16.	Where categories require a specific records application the Agency will allocate batch ID number ranges to specific records applications. This information will be communicated to the vendor as appropriate.
17.	Documents may require segregation onto separate microfilm reels from other document categories as per the Agency Specifications.
18.	Each document index form is to have large film blips assigned with corresponding document page images having small blips. Microfilm quality control inserts and document indexes are not to be blipped.
19.	A sequential document and image/page number (within each batch) will be printed on the perimeter of each image in such a way so as to not obstruct any information on the original image. This sequential document and image/page number should be formatted as follows: 0001.001 (i.e., document number one "dot" image/page number). This number is the microfilm image address.
20.	The index form is always to be the first film image of the document. Microfilm quality control inserts (e.g., bond sheets and resolution charts, etc.) are not to have image addresses assigned.
21.	The image address assignment (document number) is to be continuous throughout each batch. The image address assignment should restart within each batch.
22.	Documentation will be provided demonstrating that the image/page counts resulting from the image capture software corresponds to image count present on the film reel.
23.	Each film roll will be labeled with reel number and the corresponding paper batch number(s) from which the film was produced. Microfilm reel numbers to be used will be issued by the Agency to the vendor.
B.	Agency Imaged Documents to Microfilm:
1.	The vendor will perform all relevant quality assurance measures to comply with Illinois State Records Commission Rules including the following:
a.	Previously imaged and indexed documents will be provided to the vendor on CD/DVD for 16 MM microfilm production. All images provided will be in DocuWare format and either single-page TIFF (B/W) or single-page JPEG (color) files. Color page images may be TIFF format files using JPEG or similar compression.
b.	Batches will be segregated in baskets/folders named using the batch ID. Batch subject to different records applications will be segregated and indicated as appropriate.
c.	16-millimeter ·microfilm (number of copies and type as per Agency's specifications) is to be produced in accordance with all relevant specifications described under Section Document Microfilm Deliverables, Vendor Imaged Documents to Microfilm.
d.	The vendor will obtain sequential ranges of microfilm reel numbers from the Agency to assign to reels as specified by the Agency.
5.	The vendor will employ QA measures to ensure:
a.	all images from each batch are included on the appropriate microfilm reel,
b.	all required or Agency specified inserts are included at the proper place on each reel, and
c.	there are no physical defects on the microfilm.
6.	All microfilm produced from images must be in compliance with, and meet all criteria and specifications of the Illinois State Records Commission Rules for original source microfilm. The Agency will specify and approve all microfilm inserts (e.g., resolution charts, start and end images, etc.) and their sequence on each reel prior to work commencing.
7.	If multiple batches are placed onto a single microfilm reel, all beginning and end targets required within Illinois State Records Commission Rules shall be placed at the beginning and end of each batch on a microfilm reel.
8.	Drawing batches are to be placed on resulting microfilm reels in ascending order of batch ID.
9.	100-foot reels of 35-millimeter simplex microfilm shall be produced from the corresponding electronic images for all resulting images.
10.	A consistent, uniform image size reduction ratio shall be used to accommodate length-wise orientation (i.e., comic mode) of ANSI E size drawings. Oversized images should be rotated such that no information is omitted. Unless otherwise mutually agreed upon by the Agency and the vendor, the reduction ratio for 35-millimeter microfilm images shall be 16X. In any instance, either the dimensions of the original drawing or the specific reduction ratio applied to each image must be indicated adjacent to each drawing image.

File details come from the government source that posted it. Updated Sep 7, 2024.