Romania – Archiving services – Retrodigitization services for the archive

Opportunity description

The subject of this procurement is the acquisition of specialized retrodigitization services for documents relating to the physical archive held by the General Directorate of Local Taxes and Duties Sector 3, for an estimated volume of 10,000 linear meters of archive. The requested services are intended to convert documents from physical format into digital format, as well as to ensure their archival and technical compliance, with a view to implementing an efficient electronic document management system that ensures rapid, secure, and lawful access to the stored information. The services covered by the procurement include, without being limited to, the following activities: - taking over, handling, and organizing the physical documents existing in the institution's archive; - scanning the documents using technical parameters that ensure the legibility, integrity, and fidelity of the digital reproduction; - indexing and associating the metadata relating to each document or file, in order to facilitate the identification and rapid retrieval of information; - structured organization of the digital documents so that they can be integrated into the existing electronic document management IT systems; - checking image quality and the correctness of the indexing, to ensure a high level of accuracy and compliance; - handing over the physical documents, together with the resulting digital archive The final result of the contract will consist of: - digitized and indexed documents, organized in a logical and coherent structure; - an organized and easily accessible archival collection that allows the rapid retrieval of documents and their integration into the institution's electronic workflows. Through this procurement, the aim is to create a structured and digitized archive that ensures transparency, information security, operational efficiency, and compliance with the applicable legal regulations in the field of archiving and document management. The subject of this procurement is the acquisition of specialized retrodigitization services for documents relating to the physical archive held by the General Directorate of Local Taxes and Duties Sector 3, for an estimated volume of 10,000 linear meters of archive. The requested services are intended to convert documents from physical format into digital format, as well as to ensure their archival and technical compliance, with a view to implementing an efficient electronic document management system that ensures rapid, secure, and lawful access to the stored information. The services covered by the procurement include, without being limited to, the following activities: - taking over, handling, and organizing the physical documents existing in the institution's archive; - scanning the documents using technical parameters that ensure the legibility, integrity, and fidelity of the digital reproduction; - indexing and associating the metadata relating to each document or file, in order to facilitate the identification and rapid retrieval of information; - structured organization of the digital documents so that they can be integrated into the existing electronic document management IT systems; - checking image quality and the correctness of the indexing, to ensure a high level of accuracy and compliance; - handing over the physical documents, together with the resulting digital archive The final result of the contract will consist of: - digitized and indexed documents, organized in a logical and coherent structure; - an organized and easily accessible archival collection that allows the rapid retrieval of documents and their integration into the institution's electronic workflows. Through this procurement, the aim is to create a structured and digitized archive that ensures transparency, information security, operational efficiency, and compliance with the applicable legal regulations in the field of archiving and document management. Estimated minimum quantity /year (ml): 2,000 Estimated maximum quantity /year (ml): 5,000 Estimated minimum quantity /2 years (ml): 4,000 Estimated maximum quantity /2 years (ml): 10,000 Procedure: open. Estimated value: 7,000,000 RON. Review the original TED notice for the complete requirement, lots, amendments and attachments.