Job Description
Contract Summary
We are seeking a contractor for the Legacy Document Digitization Contract. The primary task is to convert physical documents into digital format, ensuring the preservation and accessibility of important records. The ideal contractor will have prior experience in high-volume document scanning, strong organizational skills, attention to detail, and the ability to work independently. The digitization work will take place at the NIST Center for Neutron Research.
Contract Scope
- Document Details: Approximately 80% of originals are black and white, and 95% (excluding drawings) are 8.5×11 inches. Drawing sizes range from ANSI A to E (8.5×11″ to 36×48″). The documents vary in size, including but not limited to: 4×5.25″, 4.5×8″, 4.5×10.25″, 5×8″, 5.5×8.5″, 5.7×8.25″, 6×8.25″, 8×6″, 8×6.25″, 8.5×6″, 8.5×9″, 8.5×11″, 8.5×14″, 8.75×5″, 11×323″, 17×11″, 22×17″, 34×22″, 33×25.5″, and 44×34″.
- No Intervention (88%): Documents ready for automatic scanning, such as loose-leaf documents of standard sizes (8.5×11″, 8.5×14″, or 11×17″).
- Light Intervention (5%): Furnished source materials require slight deconstruction before being inserted into an automatic document scanner. For example: all one standard size document that is rolled, stapled or paper clipped.
- Medium Intervention (5%): Furnished source materials require moderate deconstruction before being inserted into an automatic document scanner and consists of light intervention. For example: documents of various standard sizes and may include folder tabs and/or tab dividers, sticky notes to be removed and replaced.
- Heavy Intervention (1%): Furnished source materials require difficult deconstruction before being inserted into an automatic document scanner and consists of light and/or medium intervention. For example: documents of various standard sizes and may include folded, torn, or stuck-together pages.
- Glass Work (1%): Documents requiring manual scanning, including receipts, half-pages, envelopes, onion skin, thermal facsimile paper, odd sizes, checks, bound books, two-sided spiral bound, and poor-quality originals.
Work Environment and Equipment
- Work Area: 5ft x 10ft, furnished.
- Equipment Provided: Computers, high-volume high-speed automatic duplex scanners with glass screens, and larger-format scanners.
- Daily Duty Cycle: 20,000 pages.
- Document Storage: Documents are stored in banker’s boxes and filing cabinets, totaling approximately 795,100 sheets.
Contract Details
- Contract Value: $33,800 flat rate, renewable upon successful completion.
- Duration: Maximum of one year. Superior performance allowing completion within three months is encouraged, and the contract value remains unchanged.
Duties
- Scan and digitize legacy documents using specialized equipment and software.
- Organize and categorize digital files according to established protocols.
- Perform quality checks to ensure the accuracy and completeness of digitized documents.
- Maintain confidentiality and security of sensitive information.
- Collaborate with team members to prioritize and complete digitization projects within specified timelines.
- Assist with data entry and metadata tagging as needed.
Detailed Responsibilities
- Coordinate document batch priority and communicate status with content owners via SharePoint and email.
- Prepare paper files for scanning by removing staples, paper clips, binder clips, and repositioning sticky notes to avoid obscuring information.
- Scan paper pages in black and white or color at 300 dpi, producing multi-page PDFs and JPEGs.
- Ensure digitized pages are right-reading to avoid government image rotation.
- Perform manual data entry for document naming, with file names averaging 40 characters.
- Apply Optical Character Recognition (OCR) to make images text-searchable.
- Name files by type, category, and content, following a provided SharePoint list.
- Upload digitized files to the NCNR SharePoint Electronic Document Management System (EDMS) following provided user aids.
- Conduct quality control to ensure clear and readable digital documents. Rescan or mark unclear documents as “Best Available Copy”.
- Pack individual scanned files into provided storage containers, labeling them with content range and scan status.
- Upload digitized records to the NCNR network or other storage repositories for user access during the digitization process.
- Support NIST librarians in quality control to resolve file quality issues.
- Submit detailed Monthly Status Reports by the 10th of each month, documenting progress, problems encountered, recommended changes, and corrective actions.
- Verify all documents are accounted for in document sets, ensure OCR accuracy, and confirm the completeness and legibility of electronic document images. Re-scan any folders found missing content or having unacceptable quality by NCNR staff.
Requirements
- Pass a public trust background check.
- Work hours: 8:00 AM to 5:00 PM, Monday-Friday, excluding Federal Holidays and NIST closures.
- Location: NIST Gaithersburg, MD.
Job Type: Contract
Schedule:
- 8 hour shift
- No nights
- No weekends
Experience:
- high-volume documentation scanning: 1 year (Required)
Ability to Commute:
- Gaithersburg, MD 20899 (Required)
Ability to Relocate:
- Gaithersburg, MD 20899: Relocate before starting work (Required)
Work Location: In person