Judicial Branch Home >
4th District Home >
District Administration >
Court Records Imaging Project
The Hennepin County District Court maintains records according to the MN District Courts Retention Schedule. The management of court records is subject to the law at MN Statute § 138.17 on keeping and destroying public records.
News & Notices
State Court Administration - HENNEPIN COUNTY
REQUEST FOR PROPOSALS for IV-D Reimbursement of Direct Costs
The Minnesota State Court Administrator's Office is seeking a vendor to digitize case and non-case records to include, but not limited to, paper documents, microfilm, microfiche, court ledgers, receipt books and various sized hand written documents/ledgers. The key purpose for converting these records is for ease of access, archival preservation, and dissemination and retrieval of information via the internet, intranet and other internal applications for retrieving digital images. The State prefers that digitized records be converted and exported into text searchable (Adobe) .PDF file format with Optical Character Recognition “OCR” search attributes using a minimum of 300 DPI for all digitized images. However, all prospective bidders will also provide a price for images created as a .TIFF image file format at a minimum of 300 DPI.
5/24/2012 - Update from Dave Wiklund:
Thank you all for submitting questions related to this RFP. Please read the Imaging RFP Questions & Answers, which include both your questions and my answers. The answers I have provided are to the best of my knowledge at the time of the question. In some cases, I was unable to answer your questions based on the information that’s available to me. Please remember, all proposals are due to me by Friday, June 1st 2012, 4pm Local Time (Minneapolis)! No late proposals will be accepted.
5/18/2012 - Amended RFP posting from Dave Wiklund:
I have amended the RFP (see Amended RFP document) to address two critical issues. The amendments are highlighted in yellow and can be found on pages 38, 57, and 58.
Issue #1 addressed - The last RFP and contract had no provision for price adjustment. This is now addressed in the sample contract on page 38 and under the pricing sheet on page 58.
Issue #2 addressed - The court doesn’t have a good feel for the number of boxes that contain “sausage” files and are in the category of “difficult” to prep. In the pricing sheet (page 57), please provide a premium price for this service if you deem it necessary for your bid. You do not have to add an additional price here if your imaging price takes this into account. Keep in mind, this cost will be considered when we total the estimate that you provide for the total contract cost to the courts. The court will use 15% of all boxes as a multiplier for this total calculation (i.e. 85% of the boxes for the sake of the comparison of proposals will be calculated at no premium price).
Questions must be submitted in writing via e-mail no later than May 22, 2012, 4:00 p.m. local (i.e., Minneapolis) time to the point of contact (POC) identified below:
IT Projects Manager
4th Judicial District
C-1250 Government Center
300 South Sixth Street
Minneapolis, MN 55487-0421
Except for the optional site visit, other court personnel are not allowed to discuss the Request for Proposal with anyone, including responders, before the proposal submission deadline. Questions and answers will be posted by end of day, May 25, 2012, and will be accessible to other vendors and the public. Download the complete Amended Request for Proposal, and see Update 5/18/2012 above for further comments.
The 4th District Court (Hennepin County) has started a large-scale project to "digitize" case and non-case records, including paper documents, microfilm, microfiche, court ledgers, receipt books and various size hand written documents. Court records selected for scanning were produced over the course of the court's history, beginning with the founding of Hennepin County in 1852 by the Minnesota Territorial Legislature.
The purpose of converting court records into digital format is for ease of access, archival preservation, and dissemination and retrieval of information via the internet, intranet and other applications.
« Back to 4th District Home