The City of Abbotsford wants to digitize approximately 1,000 permanent record boxes from the City’s Records Centre at the selected contractor’s location. This would be approximately 200 boxes a year. There are on average 1,500 images per records box and the page size is typically letter and legal size. Some boxes contain large format drawings which are usually A1 size (594 mm X 841 mm).  Annual estimated quantity for scanning is approximately 300,000 images (200 boxes per year multiplied by 1500 images per box). Other functions include, but are not limited to the following:

Scanned records should be accessible through a secure FTP site hosted in Canada and only made accessible to the City’s Records Team (3 users). Contractor must ensure they have a policy, procedure, and/or guideline in regards to the privacy confidentiality and non-disclosure of information contained in scanning documents;

Provide on-demand scanning for records from boxes in Contractor’s possession when requested (e.g. Freedom of Information request); and

Contractor shall manage the logistics of retrieving record boxes from the Records Centre located at: 32355 Veterans Way, Abbotsford, BC V2T 0B3. Contractor shall be responsible to arrange moving (i.e. palletizing) and transporting the record boxes to the Contractor’s scanning location.