26.3.1. Sign a non-disclosure agreement provided by the state prior to beginning work and picking up any documents. 26.3.2. Complete the steps outlined in 26.2.5, 26.2.6, 26.2.7, and 26.2.10 with the state. 26.3.3. Pickup approximately 75 boxes worth of files from the NH Commission for Human Rights at 57 Regional Drive, Suite 8, Concord, NH 03301. 26.3.4. Provide a sample to the end user from the state’s files before mass production. 26.3.5. Remove any fasteners or clips, align documents, identify, and tag illegible documents, and tape ripped documents with clear Scotch tape. 26.3.6. Documents smaller than 8-1/2”x11” shall be taped to an 8-1/2”x11” piece of paper to ensure scanning uniformity. 26.3.7. All sticky notes and other non-standard pages will be prepared and scanned unless they are blank, in which case they will be removed and discarded. 26.3.8. Scan documents at 300 DPI (dots per inch), in black & white into a searchable PDF format. 26.3.9. Review all scans to verify image quality and data integrity. Scanned documents that do not match the original shall be rescanned until matching the original. 26.3.10. Scanned documents shall be scanned into one file per file folder from which it was originally housed. 26.3.11. Scanned documents shall be named according to what is shown on the file folder from which it was originally housed (i.e. Name v. Name_ED(R) 0067-24_16D-2024-00456). 26.3.12. The files shall be returned to their file folders from which they were originally housed after scanning is completed and placed into its corresponding box from which it came. 26.3.13. Providing pricing on disseminating the scanned documents via link to download, encrypted USB hard drive, and CD-ROM/DVD (see paragraph 33). 26.3.14. All documents shall be stored in a secure facility using 24/7 surveillance monitoring and access only provided to employees who have signed the state’s non-disclosure agreement. Substantiating evidence shall be provided to the state at the time of the award. 26.3.15. An access log shall be maintained during the entire project documenting the date and time the files were accessed, the duration the files were used on each occasion, and the name of the individual(s) that was accessing them. The access log shall be provided to the state upon request within 24 hours.
