Germany - Scanning

Description

Digitization of existing building files at the Böblingen city administration.
The building law and building administration office of the Böblingen city administration is responsible for various building procedures. The office is the lower authority for building law and the lower authority for the protection of historic buildings and monuments. The various procedures are managed and documented from the application to the approval. As part of the digitalisation process, the paper construction files/existing construction files that have accumulated over the years are to be digitalised and transferred to the existing document management system in order to optimise space and business processes. The documents to be processed are an estimated total of approx. 470 linear metres of files (approx. 6,000 sheets per linear metre), which are currently located at 2 different sites in Böblingen (Böblingen City Council, New City Hall, Marktplatz 16, 71032 Böblingen, Tetragon branch office, Konrad-Zuse-Straße 90, 71034 Böblingen).With this tender, the Böblingen Municipality intends to conclude a contract for the digitisation of all archived and current paper files with a technically competent and reliable service provider.Legally secure digitised files will be created in accordance with BSI TR-03138 or an equivalent legally secure scanning procedure, so that a large proportion of the originals can be destroyed after scanning in consultation.Procedure:Digitisation of existing building files approx. 470 m in several batches distributed over the years 2021, 2022, 2023, as replacement scanning in accordance with TR-Resiscan or a comparable legally secure scanning procedure:1. Digitization preparation such as unstapling, gluing, removal of rust, if necessary, copying: per piece/page,2. Scanning of the construction files (written and plan part), plans from DINA3 to A0, in individual cases also larger; file format PDF/a-2u searchable, double-sided scanning and deletion of the white pages, indexing, per piece/page,3. Transfer of the index data (file number, address, parcel, title) from the file cover, in the case of several projects in one file, individual recording; in the case of old files, if necessary, with file number assignment,4. 4. storage and administration during digitisation, linear metre shelf compartment,5. on-demand provision within 24 hours in digital form,6. creation of prerequisites for data import (document management system, specialist procedure) for metadata,7. data transfer after each batch via secure download directory, server location Europe, DSGVO-compliant, alternatively via secure USB hard disk; creation of a file in csv format for importing the data,8. collection and delivery of the files: Collection location: Böblingen, town hall, Marktplatz 15 and Tetragon, Konrad-Zuse-Strasse 90,9. Transport: security during transport with regard to transport vehicle, personnel deployed and the files, arrival and departure in batches by prior arrangement10. Return transport of designated original documents (e.g. listed buildings and buildings constructed before 1946),11. Destruction of documents no longer required in accordance with DIN 66399-2 protection class 2/P-3 or certified service provider after prior approval by the client in each case after an estimated 6 months. Documentation on the destruction of the paper originals as well as the deletion of the digital data,12. test phase/zero series with test import for 10 representative files.

Opportunity closing date

13 April 2021

Value of contract

to be confirmed