Agenda Item
e. Approval of Contract with Docufree Corporation for School and Business Record Digitization Services
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology
Request: It is requested that the Board of Education approve the contract for record digitization services with Docufree Corporation at no additional cost to the district.
Why: The DeKalb County School District continues to archive and manage a significant number of physical records, including both student and business documents. The Physical Records Digitization Project was initiated to improve accessibility, enhance data security, and reduce the inefficiencies of paper-based recordkeeping.
The original agreement with Docufree Corporation was established under Charlotte Cooperative Purchasing Alliance Contract No. 269-2019-090. That master contract is currently set to expire on October 31, 2025. The district will enter into a new agreement with Docufree that will allow the vendor to continue the work that is currently being done.
Details: Docufree Corporation will continue to provide comprehensive records digitization services to the DeKalb County School District. The project scope covers all student and business records maintained at district facilities and schools. Services include:
● Secure Digitization - Scanning of physical records using certified processes to ensure accuracy, quality, and confidentiality.
● Indexing and Classification - Applying consistent indexing standards to enable quick retrieval of records by authorized personnel.
● Digital Archiving and Storage - Secure storage of digitized records with role-based access controls to protect sensitive student and staff information.
● System Continuity - Maintaining alignment with the digital repository already established under the current contract, ensuring no disruption to existing digitized records.
● Workflow Efficiency - Enabling faster retrieval, sharing, and management of records to support instructional, operational, and compliance needs.
● Data Security and Governance - Reducing risks of data loss, physical damage, or unauthorized access by transitioning from paper-based to secure digital formats.
● District-wide Implementation - Covering records at all schools and central office departments to provide a unified and standardized approach.
The new contract will be for one year and reflect a continuation of services under the same scope previously approved by the Board on June 10, 2024, and does not involve any additional cost beyond the previously approved not to exceed the amount of $6,136,008.
Financial impact: NO ADDITIONAL COST
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology, 678-676-1274
Effective: October 2025
Status: Approved by the Office of Legal Affairs
2025 Chronology – Docufree Records Digitization Contract Renewal
The DeKalb County School District launched the Physical Records Digitization Project to
convert paper-based student and business records into secure, accessible digital files. This
initiative addresses longstanding challenges related to storage, security, and efficiency by
enabling faster access to information, protecting records through controlled digital storage, and
streamlining workflows across all schools and departments. The project spans the entire district,
with the selected vendor responsible for scanning, indexing, and securely archiving records
based on a comprehensive assessment of existing files.
The Department of Information and Instructional Technology (DIIT) now seeks approval to
renew the District’s agreement with Docufree Corporation for record digitization services,
ensuring continuity of the project.
Evaluation Process
● An RFQ was published on the Bonfire UNSPSC Commodity Code site on April 26, 2024
● 112 vendors were notified; 24 vendors downloaded the requirements
● Four vendors submitted proposals for evaluation
● Docufree Corporation was selected as the finalist, with a proposal that best aligned with
District requirements and demonstrated the strongest potential benefits
Key Services
● Secure digitization of student and business records
● Indexing and archiving of all scanned files
● Digital storage with access controls to enhance security
● Streamlined retrieval and sharing to improve efficiency
Progress to Date
● HR Records (Pilot Project): 90% complete. Out of 3,472 boxes collected, over
3,100 have been scanned. Most are under client review, with 669 already
accepted. A small number (105) were water-damaged. A data retention
schedule, committee, and standard operating procedures have also been
established to guide the program
● Student Records: Work has begun with 4,008 boxes collected and 1,840
scanned
● Finance Records: Early stages, with 60 boxes collected at the Avondale Records
Center
Overall, the pilot is nearly finished, and digitization has expanded to student and finance
records, showing strong momentum toward full districtwide implementation.
Current Status
The original agreement with Docufree was competitively awarded and approved by the Board in
June, 2024 for an amount not to exceed $6,136,008, under the Charlotte Cooperative
Purchasing Alliance master contract. That cooperative contract will expire on October 31, 2025,
requiring the District to establish a new agreement directly with Docufree to continue services
for another year. Under Board Purchasing Policy DJE III.D.3.c, Docufree qualifies as a single
source provider for the following reasons:
● They have already digitized a portion of the District’s records and maintain the
established digital repository
● Transitioning to another provider would risk data continuity, compatibility, and security
● Their services are fully integrated into the District’s workflows, ensuring efficiency without
disruption
The new agreement will maintain the scope of services, ensure compliance, and provide
uninterrupted continuation of the project with no additional cost to the District.
Financial Impact
Year Cost
2023-24 $6,136,008
2024-25 $0