Documents Digitization/Scanning Project

Background
The Maryland Department of Labor (LABOR) is relocating its offices from 1100 N. Eutaw Street to 100 S. Charles Street in Baltimore, MD. Over the years, LABOR has accumulated a significant amount of paper records that must be safeguarded and archived according to State retention policies during this transition. The goal of this contract is to procure scanning and digitization services to ensure these files are shredded, disposed of, scanned, and archived efficiently and responsibly.

Work Details
The contractor will provide comprehensive document scanning and digitization services which include:

1. **Scanning Services**: High-speed scanning of various document types including personnel records, medical records, legal documents, and large format documents.

2. **Preparation for Scanning**: This includes removing staples, clips, and any binding materials from documents before scanning.

3. **Metadata Development**: Establishing metadata fields for pre-scanning or post-scanning capture to ensure effective retrieval and organization of digital files.

4. **Secure Disposal**: Implementing secure shredding or recycling methods for physical documents after digitization to comply with privacy laws.

5. **Quality Control**: Regular audits and quality checks to ensure scanned documents maintain integrity and accuracy.

6. **Project Management**: Developing a project plan that outlines the timeline for scanning across all divisions involved in the project.

7. **Pilot Phase**: Conducting an end-to-end pilot with LABOR’s Office of Information Technology to test the scanning strategy before full rollout.

8. **Final Deliverables**: Providing a detailed report on challenges faced during the pilot phase along with proposed solutions.

Period of Performance
The anticipated period of performance is until all participating divisions' records are scanned or a threshold of 10,000,000 pages is met, whichever comes first. The project is expected to continue into 2026.

Place of Performance
The contract will be performed at LABOR's offices located at 100 S. Charles Street and 1100 N. Eutaw Street in Baltimore, MD.