GPO Form 4063 (05/19)

DOCUMENT SCANNING: ADDITIONAL INFORMATION

This form should be completed and submitted with the SF-1. 

Instructions: Complete this document to assist GPO in writing accurate specifications. For assistance with this 

document, contact Quality Control for Published Products at QCPP@gpo.gov or 202.512.0542

AGENCY/DEPARTMENT DATE

AGENCY REQUISITION NO. NAME OF PERSON COMPLETING THIS FORM

JOB TITLE 

EMAIL PHONE

AGENCY SCANNING TECHNICAL CONTACT

EMAIL PHONE 

What types of products are to be scanned? Check all that apply.

 2-Sided GBC bound

 Blueprints

 Bound books*

 Checks

 Envelopes

 Faxes

 Fold-ins

 Forms (8.5 x 11”)

 Half pages

 Maps

 Mimeograph

 Newspapers

 Non-standard sizes

(not 8.5 x 11” or 8.5 x 14”)

 Oversized documents

(any document over 11 x 17”)

 Photos

 Pin-fed computer forms

 Non pin-fed computer forms

 Receipts

 Sticky notes

 Bound in folders

 Folded products

 Paper clipped

 Sticky notes affixed

 Stapled

 Other

Can the item(s) be disassembled before scanning?  Yeso 

Does the item(s) need to be reassembled after scanning?  Yeso 

*Can the books be cut apart to scan?  Yeso N  If Yes, does it need to be rebound o Y  

Note: Some books may not be able to be rebound in the same binding style as furnished.

Number of pages to be scanned (A page is defined as 1 side of a sheet of paper.) 

For example, each full file cabinet drawer and bankers box contain approximately 2,500-3,000 pages.

Size(s) of pages 

What is the content? Check all that apply.

 Single-sided

 Double-sided

 Black Only

 Carbon copies

 Color

 Embossed image

 Grayscale

 Handwritten

 Laser print

 Line-work

 Photocopies

 Text

 Typewritten

What type of paper? Check all that apply.

 Carbon copy

 Tracing paper

 Carbonless copy

 Onion skin

 Colored paper

 Thermal paper

 Plain white paper

 Other

What is the condition of the paper? Check all that apply.

 Edges frayed  Fragile  Good quality originals  Poor quality originals  Yellowed

 Other
GPO Form 4063 (05/19)

DOCUMENT SCANNING: ADDITIONAL INFORMATION — PAGE 2

Handwork Intervention

There are 5 categories of handwork intervention. Based on the descriptions of each, specify the approximate percentage 

of pages in the category. Note that with each level of intervention, the cost of scanning will increase accordingly, with glass 

work being the most expensive.

 % No Intervention: Furnished source materials are ready to be inserted into an automatic document scanner, 

requiring no deconstruction. For example: loose leaf documents that are all one standard size (8-1/2 x 11”, 

8-1/2 x 14”, or 11 x 17”).

 % Light Intervention: Furnished source materials require slight deconstruction before being inserted into an 

automatic document scanner. For example: all one standard size documents that are rolled, stapled or paper clipped.

 % Medium Intervention: 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: 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: Defined as copies made from originals that can only be scanned manually on the scanner glass 

and may include but not limited to, receipts, half-pages, envelopes, onion skin, or thermal facsimile paper, odd-size 

originals, checks, permanently bound books, two-sided spiral bound, computer forms that cannot automatically 

feed, and extremely poor quality originals that require extensive handling and analysis on a page-by-page basis.

Note: The total of all the categories must be 100%.

Location of Documents

How are the documents stored, for example: file cabinets or storage boxes? How many storage units? 

Where are the documents located?

Can the documents be removed from the facility, or is the scanning to be performed on-site?

If they can be removed, what security procedures need to be implemented for the shipment and during production?

Will the documents need to be available for review by the agency during production?  Yeso 

If yes, what is the mileage restriction needed for access? 

Can a courier/trucking company be used for pick-up and delivery, or does the contractor need to use their own vehicles 

and employees?

What security and/or bonding of the drivers is required, if any?
GPO Form 4063 (05/19)

DOCUMENT SCANNING: ADDITIONAL INFORMATION — PAGE 3

If the documents are required to be scanned on-site, what are the security requirements for the building housing the 

documents?

What are the hours of access to the documents on-site?

Will the contractor have access to Wi-Fi on-site?  Yeso 

Will the contractor have wired network access on-site?  Yeso 

Will office space and furniture be provided?  Yeso 

If yes, what is the size of the work area? 

Security and Classification of Documents

Do the documents contain Personally Identifiable Information (PII)?  Yeso 

If yes, what is the agency’s policy or guidelines for securing this information?

Do the documents contain classified information?  Yeso 

If yes, what is the classification level, and what is the agency’s policy or guidelines for securing this information?

What quality of scan is needed?

Note that with the increase of each level, the cost of scanning will increase accordingly, with high-resolution being the 

most expensive.

 1 Star* — 150 ppi, 8 bit — Web only viewing, basic low-resolution scan for information only. (One star imaging 

should only be considered informational, in that images are not of a sufficient quality to be useful for optical 

character recognition (OCR) or other information processing techniques. One star imaging is appropriate for 

applications where the intent is to provide a reference to locate the original, or the intent is textual only with no 

repurposing of the content.)

 2 Star* — 300 ppi, 8 bit — Web viewing and basic desktop printing. (Two star imaging is appropriate where there 

is no reasonable expectation of having the capability of achieving three or four star performance. These images will 

have informational value only and may not be suitable for OCR.)

 3 Star* — 300 ppi, 8 or 16 bit — Web viewing, some digital printing, and OCR capable. (Three star imaging 

defines a very good professional image capable of serving for almost all uses.)

 4 Star* — 400 ppi, 16 bit — Web viewing, digital printing, OCR capable, and offset printing of text and graphics. 

(Four star defines high-quality imaging currently available. Images created to a four star level represent the state of 

the art in image capture and are suitable for almost any use.)

 High Resolution Document Recreation — This is the highest quality document scanning available. For offset 

printing of text and photographs in black and color. Text is scanned separately from the images at 1200 dpi; the 

charts and images are scanned at 300 dpi and de-screened. The two files are then placed in a layout program to 

recreate the printed product. This product can be reused to create the lower star levels when complete.

* This is using the FADGI September 2016 Technical Guidelines for Digitizing Cultural Heritage Materials, Creation of

Raster Image Files. Bound Volumes: General Collection Standard.

If unsure of the final application for scans, then a 3 or 4-star quality level will allow lower quality items to be re-purposed 

from the files.
GPO Form 4063 (05/19)

DOCUMENT SCANNING: ADDITIONAL INFORMATION — PAGE 4

Digital Intervention

Image clean-up  Yeso 

If yes, answer the following:

Deskewed (images straightened)  Yeso No Despeckle (remove spots/dirt o Y  

Image cropping (excess border removed)  Yeso No Redaction (e.g., removal of PII o Y  o

Additional image clean-up requirements: 

Section 508

Are there Section 508 accessibility requirements?  Yeso 

If yes, include the Section 508 requirements as a separate attachment.

Expected Contractor Deliverable

What is the file naming convention to be used? 

What file type is required as a completed deliverable?

o Single page PDFo Multiple page PD o Single page T  o Single page

Can the file be compressed to reduce the file size?  Yes  No 

If yes, what type?  LZW  JPEG 2000  Other

Note: Lossless compression such as LZW and JPEG 2000 (wavelet) are approved for all uses and do not affect data 

quality. While significant file size benefits can result from the appropriate use of file compression, some compression 

techniques can negatively affect file quality. Lossy compression may be appropriate for specific uses, but will adversely 

affect the data. Any compression techniques using patented or proprietary programs should be avoided due to long 

term sustainability concerns.

What color mode is required?  Grayscale  Black (Bitmap)  RGB  CMYK

What type of file optimization is needed? Webo High-Resolution Printi

o Read onlyo Low-Resolution Printi

Are printouts/blowbacks of scanned files required?  Yeso N

If yes, answer the following: Binding DPI Paper stock Trim Size

How many copies? Color, black, or grayscale? 

What type of storage media is required? (DVD, CD, hard drives, thumb drives, etc.)

Is Bates Numbering required?  Yeso N

If yes, numbering format required:
GPO Form 4063 (05/19)

DOCUMENT SCANNING: ADDITIONAL INFORMATION — PAGE 5

Metadata Requirements

Are there metadata requirements?  Yes  No 

If yes, answer the questions below:

List the fields required, field length, and the format of the fields: 

What is the agency’s requirement for the storage of metadata? 

Additional information:

Optical Character Recognition (OCR)

Will the scanned documents need to be text-searchable?  Yes  No

If yes, additional OCR requirements should be included as a separate attachment.

What is the OCR target format of the PDF? (PDF Image Only, PDF Image + text, PDF Normal, MS Word, etc.)