Specifications include, but are not limited to: 3.1 The existing microfilm/microfiche reels will be packed up and sent to the awarded Vendor. The awarded Vendor will then scan the microfilmed files and upon completion will send the film back to the originating Owner. 3.2 The Vendor will than digitally scan the microfilm/microfiche, store it on their secured property, maintain the files to preserve the records. 3.3 The awarded Vendor will then provide access to the data after scanning upon request by employees to do their duties of handling record requests and searches in the court records. 3.4 These records will not have public access. 3.5 Request awarded Vendor to Owner’s for an annual fee to access information. 3.6 Continue with digital reel digitization on an as needed basis. 3.7 The first digitalization will consist of a bulk shipment with completion to be within one year of signing the contract. 3.7.1 Shipping costs will be paid by bidder. 3.7.1 This includes both ways. 3.8 Scanning requirements consist of a minimum of, but not limited to: 3.8.1 Scan Facility must be SOC 2, Type II Certified. 3.8.2 Scanning resolution to be 300 dpi. 3.8.3 Rolls to be captured in both bi-tonal mode and grayscale mode. 3.8.4 Fiche to be captured in both bi-tonal mode and grayscale mode. 3.8.4.1 We want them in both modes. 3.8.5 All images on all rolls need to be captured and viewable, including targets, certifications, flashers, etc. 3.8.6 The channels of all Fiche need to be captured and retained, regardless of images being present or not. 3.8.7 The Title Strip of all Fiche needs to be captured and retained. 3.8.8 Daily Rolls to be indexed according to the Roll Label information. 3.8.9 Additionally, all Daily Rolls need to be indexed to each Case#. 3.8.10 General Index Rolls to be indexed according to the Roll Label information. 3.8.11 Microfiche to be indexed according to the Title Strip information. 3.9 Retrieval application shall provide: 3.9.1 A visually obvious means of ensuring that the entire roll of film has been captured digitally in a continuous stream – the entire roll must be captured including splices, space between images, and any other artifacts on the original roll. 3.9.2 The retrieval application must provide the ability to scroll linearly through the images on the roll without regard to document breaks. 3.9.3 The retrieval application must provide for single and dual level blip/frame searching within a roll of film. 3.9.4 The retrieval must include integrated Full-Text Searching of a single roll/fiche, multiple rolls/fiche, or over the entire roll/fiche library. 3.9.4.1 It is expected each document to have something searchable. It is not necessary to have it search handwriting or cursive. 3.9.5 The retrieval application system must allow for concurrent, multi-user access. 3.9.6 The retrieval application system must include both bi-tonal and grayscale images of all rolls and fiche scanned. 3.9.7 The retrieval application must provide “one click” access to grayscale images. 3.9.8 The retrieval application must provide “adjustable” grayscale images allowing the User to manually adjust brightness and contrast, focus and straighten to improve legibility of any image. 3.9.9 The retrieval application must be able to navigate and scroll through a roll of film in grayscale mode. 3.9.10 The retrieval application must emulate search capability from microfilm on a reader printer. 3.9.11 The retrieval application must provide the ability for the User to maneuver forward or backward through the digitized film roll either by arrow keys, mouse wheel, or scroll bar, in both bi-tonal and grayscale mode. The retrieval application system must display one continuous image-view, with no part of the film cropped or modified from the original microfilm. 3.9.12 The Hosted system must maintain image location data for quick and consistent access. 3.9.13 The retrieval application must display entire film/fiche image (frame) with the ability to automatically print just page area (document). 3.9.14 The retrieval application must include the following User functionality: 3.9.15 Image Zoom capability 3.9.16 Printing of single or multiple pages, or portions of images 3.9.17 Expoting of single or multiple pages in TIFF, PDF, PDF/A or JPEG format. 3.9.18 Abilit to temporarily redact entire image or portion of image 3.9.19 Ability to add notes to an image 3.9.20 Ability to add highlighting to an image 3.9.21 Ability to add annotations (including watermarks) to an image prior to printing or exporting. Annotation location on document must be selectable by user. 3.9.22 Ability to de-skew or mirror images prior to printing or exporting. 3.10 CJIS Compliant Hosted System 3.10.1 Hosted system must be designed as a high availability community cloud hosting environment as defined by NIST sp800.145. 3.10.2 The Hosted system must support the security requirements set forth in the CJIS Security Policy Version. 3.10.3 All images stored in the Hosted system must be encrypted at rest using FIPS 140- 2 certified encryption technology (CJIS 5.1OSC-28). 3.10.4 All data transmission to and from the Hosted system must be encrypted using TLS encryption to conform with FIPS 140-2 (CJIS 5.1OSC-28). 3.10.5 The Hosted system must be browser based, but not browser specific. 3.10.6 The Hosted system must support Two-Factor Authentication (2FA). 3.10.7 The Hosted system must provide the ability to lock down the accessing IP address(es). 3.10.8 The Hosted system must offer mobile compatibility. 3.10.9 The Hosted system must have the ability to track and audit individual users.
