VB.NET Desktop Document Scanning & Retrieval System

Request for Proposal (RFP)
Project Title:
Development of Desktop-Based Document Scanning, OCR, and Retrieval System in VB.NET
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Objective
We are looking to hire a VB.NET developer (individual or agency) to develop two interconnected desktop applications for Windows. The goal is to automate document scanning, OCR-based data extraction, PDF saving, and metadata-based document retrieval from a database. This solution will streamline paper-to-digital conversion and information search within our organization.

Scope of Work
1. Document Scanning & Archival Application
• Interface with TWAIN-compatible scanners (supporting A3, A4, A5)
• Allow users to select resolution (default 300 DPI)
• OCR specific zones on scanned documents (e.g., invoice number, date, subject)
• Convert scanned image into a searchable PDF
• Save the PDF to a predefined folder (local or network path)
• Store the following metadata in a database:
o Invoice Number
o Date
o Subject
o File path of the saved PDF
2. Document Retrieval & Management Application
• Search for documents using any saved metadata field
• Display results in a user-friendly interface
• Allow users to:
o View the document (open PDF inside app or externally)
o Edit metadata fields
o Delete documents (with warning)
o Email document as an attachment (SMTP settings configurable)

Technical Requirements
• Platform: Windows desktop
• Language: VB.NET (.NET Framework or .NET 6/7)
• OCR Engine: Preferably Tesseract (can discuss alternatives like ABBYY if licensing is affordable)
• Database: SQLite (for single-user) or SQL Server Express (for networked use)
• UI: Simple and intuitive Windows Forms or WPF (your suggestion welcome)
• Logging: Basic activity log for scan, save, delete actions
• Settings panel: For folder paths, SMTP email settings, database config

Deliverables
• Two compiled desktop applications (.exe)
• Full source code with comments
• SQL scripts to create and initialize the database
• Deployment guide
• Optional: Basic user manual or training video

Timeline
We expect delivery in 1–2 weeks, including testing and minor adjustments.

What to Include in Your Proposal
Please respond with the following:
1. Your estimated cost and delivery timeline
2. Proposed OCR engine (Tesseract, other?)
3. Experience with VB.NET desktop apps and TWAIN integration
4. Sample or links to similar projects (if any)
5. Your approach to support or maintenance (if required)

NDA / Ownership
We will retain full ownership of source code and deployment rights. Signing a basic NDA may be required.

We’re looking for a professional partner who can offer not only development expertise but also insights for long-term extensibility (e.g., future SaaS/cloud potential). Looking forward to your proposals.