Personnel File Digitization Services

The City of Fayetteville is seeking a qualified vendor to digitize approximately 300 bankers‑boxes of personnel and medical records. The contractor must handle all aspects of the process, including secure pickup, removal of staples and other bindings, high‑resolution scanning (minimum 300 dpi, greyscale, OCR‑enabled PDFs), indexing with required metadata, quality‑control verification (≥ 99 % accuracy), and secure delivery of the digital files via SFTP for the City’s Laserfiche system. The work must be completed within roughly three months of the Notice to Proceed, and the contractor must provide preservation‑quality copies and arrange for authorized destruction of the original records after verification. The contract is a one‑year initial term, renewable up to two additional years, with a 10 % Small Disadvantaged Business Enterprise participation goal. • Scope: Full‑service off‑site digitization of ~300 boxes, OCR, indexing, quality control, secure transport, and SFTP delivery. • Deliverables: Searchable PDF files uploaded to Laserfiche, indexed metadata, weekly status reports, preservation copies, and a certificate of destruction. • Requirements: Per‑box pricing, secure chain‑of‑custody, compliance with NC records‑retention statutes, background checks, insurance minimums, and SDBE participation documentation.