Germany - Scanning

Description

Scanning service
The service includes scanning and digitizing of paper files. An inspection of the files will take place on site at the district office in Coburg and is mandatory. It concerns here presumably 340 folders with spine width 3-5 cm, 570 folders with spine width 5 cm, 510 folders with spine width 7-8 cm, 100 suspension files, 120 suspension files and 4300 pendulum files from altogether 5 subject/task ranges. In addition, there are approx. 300 development plans with legends for the civil engineering department in various formats. After the contract has been awarded, a pilot phase will take place in which a certain number of files in paper form will be handed over for test scanning. The files must be collected, filled and transported by the contractor in transport containers provided by himself. This has to be done in weekly batches determined by the customer. It must be possible to guarantee express scans. After scanning and release by the respective department, they must be stored for 6 months and then destroyed. Destruction must be carried out in accordance with DIN 66399 with at least protection class 2 and security level 4, in some cases protection class 2 and security level 5. Proof of compliance with this protection class must be provided in the form of a certificate, and proof of successful destruction and disposal must be certified. Scanning must be carried out according to specified criteria. It is important that the contractor is able to record the metadata specified by the customer for each process or document and assign these to the data records in an Excel document. In addition, he must be able to deliver the metadata of the data set in each case with the document name of the scan. Documents whose assignment is not possible must be noted in an error file. The files are also to be made available as so-called .IMP files via an encrypted download option that complies with data protection requirements. Documents are also defined for each department that are to be retained in their original form and are excluded from destruction.

Opportunity closing date

08 June 2022

Value of contract

to be confirmed