Natural Resources Conservation Board - Request for Proposal - Paper…

The NRCB is looking for a vendor to provide paper record scanning services.

The vendor will digitize and index approximately 316 banker’s boxes of paper records from three NRCB regional offices (Red Deer, Lethbridge, and Morinville), using processes that comply with CAN/CGSB-72.34- 2024 Electronic records as documentary evidence standards.
Services will include:

1.        transportation of the records
2.        validation of the records
3.        preparation of the records for scanning
4.        scanning of the documents at 400 dpi
5.        consistent sorting and naming of the files according to the naming conventions provided by the NRCB
6.        appropriate return to NRCB of the digitized files
7.        reconstruction or disposition of the paper records as required
8.        audit and quality control processes to ensure records have been appropriately digitized
9.        a process to return any records to the NRCB that are urgently needed

The scanning of the paper files is to be prioritized as follows:
1.        files originating from the Red Deer office
2.        files originating from the Lethbridge office
3.        files originating from the Morinville office

The work is to be completed by March 31, 2025. Extension beyond March 31, 2025 depends on budgetary constraints for the next fiscal year.

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