Digitization of Records

The scope of work required under this request includes:Physically digitize historic paper building permits and associated documents and drawings into searchable PDF/A format with Optical Character Recognition (“OCR”) and Intelligent Character Recognition (“ICR”), or recommended format agreed to by the County.Follow the standardized file structure and naming convention for records as provided by the County of Lambton.Create a workflow and tracking system to document each file through the scanning process from packaging, disassembly, scanning, file consolidation, digital file transmission, digital document verification and paper file destruction.Protect files and data against loss, theft, damage, and unauthorized access at all times.Pick up, transfer and storage of files in a controlled digitization facility.Provide a secure and controlled digital solution of all digitized building permit records based on relevant security standards such as Protected B (IISD – PWGSC). File accessibility via a secure URL link or via a secure Web Portal having Search Feature based on metadata.Once documents are scanned, original paper documents to be returned to their boxes and securely stored for 60 days to allow for digital document verification, then securely shred upon receipt of a written Shred Authorization from the County. Upon completion of shredding, a certificate of destruction to be supplied.Work should conform to CAN/CGSB 72.34-2017 electronic records as documentary evidence standards and selected proponent shall provide a certificate of assurance for digitized records.See proposal document for further details