RFP - St. Thomas University

Section 3: Document Conversion Services
3.1 Gap Analysis
As part of the project, the successful vendor will be expected to conduct a review of the current
environment to provide a high-level gap analysis and refined implementation plan. Based on a
review of the gap analysis and refined implementation plan, STU reserves the right to cancel the
contract.
The successful vendor will also be expected to design and implement an STU model
demonstrating key features and system functionality in the STU environment. Based on the
delivered model, STU reserves the right to stop the implementation and cancel the contract.
3.2 General Requirements
The following general requirements apply to all aspects of the document conversion services:
1. The document scanning and implementation of the DMI solution may be done in parallel.
2. “Sticky notes” will be placed on a blank page and scanned following the page to which they
were attached. Vendor suggestions on handling “sticky notes” are welcome.
3. Duplicate and triplicate carbon copies will be discarded; use the most readable copy for
source document.
4. Back pages that contain standard text will be duplex imaged.
5. Pin-feed continuous paper forms may be burst, manually removing the side edges before
scanning. Continuous form documents will be scanned as a single, multi-page document.
6. Output will be standard CCITT Group 4 TIFF6 unless testing determines the need for color.
7. If needed, vendor and STU will agree on the optimal method of transferring digital files to
STU.
8. If needed, digital files will be transferred to STU on an agreed upon schedule.
9. If needed, Vendor will store a copy of conversion output until notified by the STU the batch
has been successfully uploaded into the DMI and has passed all quality assurance tests.
10. Vendor will sign privacy FERPA and HIPAA compliance documents. ALL STUDENT
AND PERSONNEL INFORMATION IS CONFIDENTIAL.
11. If needed, Vendor will provide at least one workstation at the conversion facility for a STU
representative to process indexing exceptions, perform queries, and perform quality verification.
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