SFLEA-393-2023-0002 Chicago Document Scanning Needs Assessment Checklist.docx
DOCX document 6 MB Posted
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- Document Scanning Services at the Chicago Regional Office Federal contract opportunity
- Solicitation number
- SFLEA-393-2023-0002
About this file
This document checklist outlines the scanning needs and requirements for a document digitization project at the Centers for Medicare and Medicaid Services' Chicago regional office. The project involves scanning over 100,000 documents totaling approximately 105,225 pages stored in 34 banker boxes and file cabinets. The documents are primarily 8.5x11 pages and are in generally good condition, though some faded documents require careful handling. The vendor will be required to remove staples from 90% of documents and paper clips from another 90%. The scanned images must be 300 DPI or higher, include color where detected, and be saved in an OCR-readable format. The vendor must follow specific naming conventions and organize the digitized files according to the provided Excel worksheet before uploading them to labeled thumb drives for daily transfer to the CMS point of contact. Access instructions and on-site requirements are provided.
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|---|---|---|
| SFLEA-393-2023-0002 SOW_Chicago Document Scanning Service.docx | DOCX document |
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Document Scanning Needs Checklist for Contracting Bid Proposal, CMS Chicago
| Location |
| Chicago, Region 5 |
| Division |
| CMS (CCSQ, CMCS, OPOLE) |
| Manager Name |
| Pam Thomas, Regional Administrator |
| Designated On-Site POC (DPOC) Name |
| Bill Berg (with other managers/employees designated on a daily basis) |
| DPOC Email |
| William.berg@cms.hhs.gov |
| DPOC Phone Number(s) |
| 630-277-6994 |
| Suite(s) work is to be performed |
| 5th floor, exact location to be selected by chosen vendor |
| Needs Assessment completed by |
| Bill Berg / Administrative Officer |
| Date Assessment completed |
| 28 June 2023 |
NOTE in below: Q. = Question; A. = Answer Volume of Files That Need to Be Scanned
| Dimensions of banker box or other type of storage box (Typical banker box size can be either: 15”x12”x10” or 24”x15”x12”) |
| Indicate kind of box & # of boxes to be scanned: 32 @ 15x12x10; 2 @ 18x12x10 |
| If stored in a file cabinet, how many files per cabinet, what size are the folders and # of documents per drawer (indicate cabinet location) |
| All documents are stored in boxes |
| Other document location not listed above |
| None |
| Estimate of total number of documents to be scanned. 1 banker-style boxes contain approximately 2,500 documents |
| Approximate number of documents: 105,225 |
| What is the paper size of the documents? (8.5x11, etc.) |
| 8.5x11: 98% Legal size: 1.5% |
Other sizes: 0.5%
Condition of Documents to be Scanned: Using a sample approach, please try to determine the quality of the documents in terms of readability, two-sided, staple removal and/or bound materials. This will help us obtain a more realistic picture of the need and the costs associated with scanning all your documents.
| What percentage of documents are double-sided? |
| Provide percentage: 25 |
| Quality of documents: easily readable, faded, does it include post it notes, handwritten notes, etc. |
| Provide percentage: 99.5 (0.5% faded/old documents in CCSQ ACC job; less that 20 post-it notes in CCSQ CLIA job and less than 10 in CCSQ ACC job) |
| Do staples need to be removed? Number or percentage of documents in this condition |
| Yes: 90% |
| Are documents bound by paper clips, rubber bands or other? Number or percentage of documents in this condition |
| Yes: 90% |
| Fragility of documents: too old and delicate to handle |
| 0.5% faded/old documents in CCSQ ACC job (out of 18,000 documents) |
Table above to help contractor determine the time involved to prep for scanning Photos below at the end of the document Naming Convention and Indexing Requirements Q. List instructions on how you would like the digitized files to be named. Be specific to mitigate errors in retrieving the digitized files. Indicate any indexing requirements. How do you want the files organized once digitized?
A. Every separate scanning job will either be in a folder rubber-banded together with the name of the file written on the outside of the folder, or the job will be rubber-banded together with a sheet of paper providing the name for the job on top. See photos identifying naming requirements. Each thumb drive will be labeled as per rows 3 & 4 / columns ‘B – K’ on the excel worksheet, which will be provided to the awarded vendor. If sub-folders need to be included on the thumb drive, the above-mentioned naming convention will address this.
How do you want the files to be scanned?
· Q. What DPI do we need to scan the documents? A. 300 DPI or higher is acceptable.
· Q. Black and white only or color where detected? A. Yes. color where detected Q. Will digital files need to be uploaded to LaserFische? A. Not by the vendor. The component manager will be responsible for this action.
If importing digitized files into Laserfiche (this is the Component Manager’s responsibility) What format do the documents need to be in?
Not applicable to the contractor.
OCR required for all scanned documents.
Logistics Q. Please describe where the documents are currently stored:
A. All boxes are currently stored in the library / Ohio Room on the 5th floor (South East, Interior corner) of 233 North Michigan Avenue, Chicago, IL (see attached photos) Instructions for Completed Scanned Documents Unless otherwise requested, once contractor completes scanning documents, place all files in the designated discard pile. Once the transfer to a thumb drive is successfully verified, and document sampling confirmed legible, documents can be put in the Iron Mountain (IM) shredding bins provided by CMS.
CMS point of contact who will be onsite daily through the completion of the period of performance At the completion of the project, this person(s) will need to write up a brief email attestation that the work has been completed, the digitized files are readable, and all contractor equipment has been removed from CMS property. Send the email to the CMS COR you worked with.
1. Bill Berg, Administrative Officer, William.berg@cms.hhs.gov
2. Selected component managers or selected CMS employees identified on a daily basis
CMS point of contact if different from above who will receive the thumb drive at the end of each day containing the digitized documents
1. Same as above response Building access instructions Once the vendor is selected and contracted, Bill Berg will need a list of all personnel that will be working on-site. The list must include: full name, cell phone & email address. These names will be added to a building visitor list. Upon arrival, vendor personnel must present their photo ID to the security guard to verify the visitor list. Since they are not CMS employees, they will need to be escorted to the 5th floor from the lobby by the designated CMS employee for that day. On the first day of the contract, it is imperative to contact Bill Berg (630-277-6994) 15 minutes prior to reporting to the security desk to ensure a smooth welcome to the building.
Images of Documents That Need to Be Scanned image2.jpeg image3.jpeg image4.jpeg image5.jpeg image6.jpeg image7.jpeg image8.jpeg image9.jpeg image10.jpeg image11.jpeg image1.jpeg
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