According to a draft solicitation document from the department, “this contract will be utilized for commercial records management services, including storage, retrieval, delivery of file folders and archive boxes, vault storage, document destruction and imaging and scanning for various county departments, on an as-needed basis.”
The scope of services under this potential contract will include:
- Creating and using an in-house records indexing and cataloging system for expedited retrieval
- Disposing and destroying records and providing certification records of destruction requests to the county
- Providing an online base ordering system that allows the county to place orders electronically
- Receiving purchase orders and releases via email or fax and providing goods and services as requested in purchase orders or releases
Other notable tech components mentioned in the draft solicitation include scanning retention services for 8.5 x 11 documents and providing approximately 5 gigabytes of digital storage per department.
Regarding scanning, “the documents will need to be pulled from county offices, packed and transported to the awarded bidders’ scanning location, where the awarded bidders will digitally convert the documents,” the draft document states.
More detailed information about the future solicitation can be found online.
