Case File Scanning

2026-11-03

TBI currently has the equivalent of ~ 1000 , 15 - inch boxes of case files (~ 2 million images ). Boxes per location : Nashville ~ 500 ; Knoxville ~ 400 ; Jackson ~ 100 . Case files are indexed by a unique 9 - digit number . Contractor shall meet the following specification requirements for scanning case file records belonging to the Tennessee Bureau of Investigation - Forensic Services Division .: All scanning shall be completed onsite at each TBI Forensic lab located in Jackson , Knoxville , and Nashville . Case files shall not be removed from the facilities . The case files are stored on shelves ; not in boxes . Contractor shall remove the files from the shelves , scan the files , and return them to the shelves . TBI laboratory personnel will not be involved in this process except to oversee the work . Contractor shall supply all equipment and personnel needed to complete the project . Contractor shall have prior experience scanning forensic laboratory records for an accredited crime laboratory . Contractor shall ensure that information on devices used for scanning files is removed so that no information scanned is retained on Contractor ' s devices at the conclusion of the project . Contractor shall use industry - standard production scanning equipment . At least 300 DPI color scanning is required . All images will be scanned double - sided ( duplex ). Blank backs shall be deleted . Contractor shall provide 100 % image quality inspection of all scanned data . Any errors in the scanning process shall be corrected prior to data upload . Scans shall be properly orientated , not speckled and not skewed . TBI Quality Assurance team shall perform random reviews of final scanned documents and will require Contractor to make corrections , as needed , at no additional cost . Contractor shall ensure that the files provided are PDF file type and shared with TBI personnel via a secure methodology such as SFTP . These files shall be identified by the case file number associated with each case in the TBI Laboratory Information Management System . Handling of case files and access to the digital storage location for the files shall be limited to only Contractor ' s personnel who have passed a fingerprint - based background check performed by the TBI , have current Level One Criminal Justice Information System (" CJIS ") certification or other Department of Defense security training . Contractor shall provide documentation verifying that personnel who have met these requirements are allowed to work on this project . Access to the scanned files will be available to TBI personnel for 1 year following completion of the scanning . Contractor shall limit resources , including personnel to US - based ( on - shore ) resources only . Contractor shall be currently CJIS ( Criminal Justice Information Services ), HIPAА ( Health Insurance Portability and Accountability Act ) and SOC2 ( Systems and Organization Controls 2 ) compliant .

Tennessee

2026-05-15