Statement of Work- Word SS.docx

Statement of Work

1. Background: Norfolk Naval Shipyard’s Welding Engineering Division maintain large quantities of paper records that currently do not have redundant back-ups. In order to comply with record management requirements additional back-ups must be generated. Welding Engineering requires approximately 230,000 pages of documents to be scanned, post-processed and indexed. Items to be scanned include standard 8.5”x11” sheets of paper, photographs and large technical drawings that do not exceed 11”x17” in size. Documents include old “onion skin” sheets of paper dating back to ~1920’s era and will require flatbed scanning with additional care to prevent damage. All scanning must take place onsite at Norfolk Naval Shipyard.

2. Scope: The following sets forth the minimum requirements and deliverables to supply document scanning services for the Welding Engineering Division of Norfolk Naval Shipyard.

3. Pre-authorization: Prior to being awarded a service contract, sample documents will be provided to allow for verification of service providers capabilities to meet requirements set forth in this document.

4. Deliverables 300dpi bitonal (with color detection ON) multipage searchable PDF per file folder named by series of numbers on file folder tab.

File PDF shall provide the ability to search contents of the scanned text.

All scanning must be done onsite at client site; post processing, indexing, QC may be done offsite pending security approval.

Price shall be quoted per page with the ability to add additional documents if required.

Deliver client sign off sample before proceeding with project.

Delivery of final project on external hard drives, redundant copies on 3 separate hard drives shall be provided.

5. Client Supplied Approximately 230,000 pages of paper files.

High level manifest to the collection / instructions about what files are to be digitized.

6. Prep & Reconstruction Cross-check inventory of material with provided manifest to identify discrepancies.

Document destruction: All types of bindings, staples, clips, and fasteners will be removed by the service provider as required.

Document reconstruction: replacing bindings, staples, clips, and fasteners or placing documents back on to binder posts is not required.

Documents shall be placed back in their folders in the original order.

Documents can be removed from their folders and prepped for continuous scanning.

7. Scanning Most materials will be scanned destructively Using high speed paper scanners Some images, drawings and older “onion skin” sheets will require the use of a flat bed for scanning.

Scanning output shall be 300dpi bitonal (With Color Detection ON) multipage searchable PDF per folder.

Entire collections shall be scanned in same color orientation, i.e. bitonal with color detection.

Post it notes covering text shall be moved during prep to a clear area of the page, or the back and are not required to be returned to their original location.

Additional care shall be taken when scanning older fragile documents i.e “onion skin” sheets. Any fragile document shall be scanned using a flat bed scanner and not a high speed scanner.

Pages shall be deskewed and cropped as necessary.

Pages shall be rotated for right reading.

8. File Naming Name digital files by series of numbers found on file folder tabs.pdf

9. Quality Control Minimum 10% Post process review of all output data and files.

Service provider shall make every effort to ensure the quality of all deliverables according to project requirements. If any deliverables do not meet project requirements, the service provider will make necessary corrections at no cost to the customer.

10. Delivery Media or Method Delivery of files on external hard drives, redundant copies on 3 separate hard drives shall be provided. Hard drives shall be conventional/perpendicular magnetic recording drives (CMR/PMR), shingled magnetic recording drives (SMR) shall not be used.

11. Technical Point of Contact

· A Technical Point of Contract will be appointed by the Welding Engineering Division Head after a service contract has been awarded. The point of contact information will be provided to the service provider at the commencement of services.