This outline is just a guideline to assist vendors with organizing the narratives, data sets, and images that are due 60 days after final day of scanning.
Reports may be submitted in a MS Word or Word Perfect document in Times New Roman, 12 pt. Font.
Due to mail delivery regulations at the Library of Congress, it may be easier to send documents and or data disks through Federal Express and/or other electronic medium. If you are going to use Federal Express, there is a FedEx office directly across the street from the LOC. Please use the following FedEx service center address: 208 2nd Street SE, Washington, DC 20003. Ask the office to Hold Mail for pick-up. Make sure to include Marquita or Tasmin as the contact person with the proper telephone number and email us the tracking number. When the package arrives, the center personnel will contact us to pick up the package.
I. Table of Contents
II. Summary of on-site demonstration activities
1. List of personnel and equipment involved in the demonstration
2. Scanning difficulties & challenges
III. General comments on how to effectively divide the index/record into subsets that are efficient for scanning or indexing
IV. Cost/Benefits of different retrieval technologies
V. Recommended approaches & estimated unit pricing, at different volume points for various tasks
a. Customer site services:
i. Scanning catalog cards
ii. Scanning ledger book pages
b. Vendor site services:
i. Scanning microfilm
ii. Indexing – extracting fielded data from record images
VI. Indexing card images
a. For registrations
b. For renewals
c. For serial registrations
d. For assignment documents
VII. Indexing page images
a. For registrations
b. For renewals
c. For serial registrations
d. For assignment documents
(For example … this table is not intended to be an accurate, complete or exhaustive example but a suggestion for capturing the recommended approaches to the various subtasks)
|
Record Type |
Scanning Method |
Worksite |
Cost +/- 20% |
Indexing Method |
Cost at under 100k records volume +/- 20% |
Cost at 100k-500k records volume +/- 20% |
|
Typewritten catalog cards |
Desktop chute scanner |
LC |
.10 per card simplex (.20 duplex) |
Hand indexed Double blind OCR |
@5 fields/doc $1.00/record |
@10 fields/doc $.75 /record |
|
Handwritten catalog cards |
Belt fed automatic scanner |
LC |
Hand indexed Double blind OCR |
@5 fields/doc |
@10 fields/doc |
|
|
Microfilm (digitized) |
Film scanner |
Vendor |
.05 per image on 35mm .10 per image on 16mm |
Hand indexed OCR |
@5 fields/doc $200 flat fee plus .02 per record |
@10 fields/doc |
|
Record/Ledger Books |
Overhead scanner |
LC |
.35 per pair of facing pages |
OCR |
@5 fields/doc $500 flat fee regardless of volume |
@10 fields/doc |
VIII. Anticipated difficulties and challenges if this project is done on a larger scale
IX. Image and data transfer to the records project team at LC:
1. All scanned images should be arranged according to the naming convention as noted on the vendor demo site. Images should be made available to LC staff via FTP or on portable medium (DVD, CD-R, FW or USB2 Hardware).
2. Data should be made available to LC staff via FTP or on portable medium (DVD, CD-R, FW or USB2 Hard drive). All indexed data should be arranged according to the flat file specification noted on the vendor demo site. (Optional: a secondary copy of data may be sent in a spreadsheet or MS-Access file format.)