Request For Proposal - Records Digitization and Cataloging Services (2026.07.28)

The Town of Amherst, New Hampshire is soliciting proposals for a comprehensive records digitization and cataloging project. The goal is to preserve municipal records, improve electronic access to planning, permitting, land use, and related records, and enhance operational efficiency. Here are the key points: **Project Overview** * The project involves digitizing approximately 222 standard records storage boxes of documents from the Community Development Office. * The documents include property maintenance files, building permit applications, land use board files, and historic district commission applications. * The project aims to create a structured, searchable digital archive while maintaining compliance with New Hampshire records retention requirements. **Scope of Work** * The project will be completed in six phases: 1. Inventory and assessment of existing records. 2. Document preparation, including removing staples and flattening documents. 3. Pilot project to test the digitization process. 4. Digitization and optical character recognition (OCR) of all records. 5. Indexing, metadata creation, and cataloging of digitized records. 6. Final deliverables, including organized digital archives and documentation. **Requirements** * The selected firm must provide a comprehensive proposal, including a detailed work plan, timeline, and budget. * The firm must have experience with records digitization and cataloging, as well as knowledge of industry-standard professional equipment and practices. * The firm must ensure secure chain-of-custody and document tracking throughout the project. **Optional Components** * The Town may consider an optional hosted electronic document management and records management solution, which could include secure cloud-based storage, document indexing, and workflow capabilities. * The Town may also expand the scope of services to include additional departments or municipal records collections, subject to available funding and satisfactory contractor performance. **Deliverables** * The selected firm will provide an inventory and digitization plan, digitized records, metadata, indexes, and exception reports. * The firm will also provide documentation of the file structure, naming conventions, and procedures needed to access and maintain the records. Overall, the Town of Amherst is seeking a qualified firm to provide comprehensive records digitization and cataloging services, with the goal of improving access to municipal records and enhancing operational efficiency.