Electronic Document Management (EDM) Scanning Project

Background
The Department of Environment, Great Lakes, and Energy (EGLE) is seeking to improve the electronic accessibility of scientific documentation related to environmental management. This initiative aims to enhance the department's processes for managing programs and increase transparency for the public. The contract will support the review, conversion, and digital management of over 20,000 boxes of essential records for the state.

Work Details
The Contractor will provide professional staff skilled in Electronic Document Management (EDM) to perform the following tasks:

1. Obtain paper or electronic site files from district offices.
2. Sort documents chronologically and eliminate those that have met retention periods while considering litigation holds.
3. Identify and remove duplicate documents.
4. Convert documents into Portable Document Format (PDF), ensuring proper page order and redaction of Personally Identifiable Information (PII).
5. Index converted documents into Content Manager (CM) according to established naming conventions and retention schedules.
6. Support Freedom of Information Act (FOIA) requests.
7. Participate in quality assurance/quality control processes to ensure accuracy in document conversion.
8. Provide 35-40 full-time professionals across various EGLE district offices for these activities.

Period of Performance
The anticipated contract begin date is November 27, 2024, with a project duration until all files have been reviewed, converted, and entered into Content Manager. This may extend over several months or years depending on project completion.

Place of Performance
The work will be performed at various EGLE district offices located in Kalamazoo, Cadillac, Grand Rapids, Jackson, Bay City, and Warren.