June 25, 2019

United States District Court for Colorado Requests Quotes for Converting Thousands of Records into Electronic Formats

The United States District Court for the District of Colorado is seeking price quotes to convert many types of printed records into electronic formats.

1. Naturalization Records

The clerk’s office currently maintains information on approximately 63,600 citizens who were naturalized from the late 1800s through 1991 on index cards and microfiche.

The index cards have three different formats that include similar information, such as name, previous name, address, certificate number, alien registration/INS number, birth date, country of birth, date/ port of arrival, and date of naturalization. Two formats have a front and a back. Information on the back typically includes the previous name, if any.

The clerk’s office also has one sheet of microfiche with records from 1989 – 1991. Data for each record consists of name, previous name, petition number, certificate number, admission date, registration number, petition date, date of birth, city, and state.

The Court would like a quote to convert the data into the formats listed below, with one format ultimately being selected for the project. Price quotes should be given for different levels of accuracy between 90-95%. The two electronic formats are:

  • Electronic Format
    • Convert the following information from each card and sheet of microfiche into an electronic format, such as Comma Delimited or Excel, with the following fields:
      • First name, last name, middle initial, previous name, street address, city, state, birth date, certificate number, petition number, alien registration/INS number, country of birth, date port of arrival, port of arrival and date of naturalization.
  • PDF Format with Index
    • Scan each index card into a PDF image (min. 300 dpi) and create an electronic index of each card by name (first, last) in a Comma Delimited or Excel format. A PDF image may consist of more than one index card. The quote should include two prices: one for imaging the front of the card only and one for imaging the front and back of the card for cards with informaiotn on both sides which is estimated to be 20% of the total.
2. Party Name Index Cards/Attorney Admission Cards

There are approximately 269,083 index cards from 1920-1987 that contain party name identification or attorney admission records. There are several types of cards; each is a different color and represents different party information. Each index card has the following information: last name, first name, case number, filing date, and name of opposing party. The cards may also include alias’ and AKAs. The attorney admission cards in this group include last name, first name, date admitted to practice, and the name of the sponsoring attorney.

The Court would like a quote to convert the data into an electronic format, such as Comma Delimited or Excel, with the following fields:

  • Card color (blue, yellow, pink, green, or brown), last name, first name, middle initial, alias’ and AKAs, company name, case number, filing date, name of opposing party, date admitted to practice (brown cards only), and the name of the sponsoring attorney (brown cards only).

Price quotes should be given for different levels of accuracy between 90-95%.

3. Attorney Admission Index Cards

There are approximately 12,300 index cards that contain attorney admission records. Each index card has the following information: last name, first name, middle name, business address, city, state, zip business phone, home address, city, state, zip home phone, admitted on the motion of, and admittance date.

The Court would like a quote to convert the data into an electronic format, such as Comma Delimited or Excel, with fields corresponding to the above information. Price quotes should be given for different levels of accuracy between 90-95%.

All quotes should be submitted by September 28, 2011 at 5:00 pm.

Click here for more information. And click here to read the Court’s Scope of Work document, which includes examples of what each type of card or record looks like.

Contact the following persons for more information about the project:

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