Digitization of Environmental Law Enforcement, Scanning of Records from Active Filing Systems

Original TED description

The AWEL is responsible for the enforcement of various aspects of environmental law in the Canton of Zurich (www.awel.zh.ch <http://www.awel.zh.ch>). As part of this activity, AWEL maintains case files that may remain in active filing systems for decades. Due to the transition to digital file management, these dossiers are now available in hybrid form. As preparation for the present project, AWEL has created a comprehensive inventory of all physical records. This inventory includes over 800 file positions with a total volume of 2,900 linear meters, distributed across 18 rooms at 3 locations (all in Zurich). The records have been categorized, and those no longer required have been transferred to the State Archives of Zurich or destroyed. The remaining holdings (approximately 1,500 linear meters) are largely in an organized state (see below) and belong to AWEL’s active filing system. As some of these records will still be needed for decades, they are to be scanned where appropriate. Records: The records consist of physical dossiers stored in hanging files, archive boxes, and paper folders. They include individual documents, stapled documents, bound documents, glued documents, plans of various formats (including large ones), notes, drafts and visa copies, copies, and carbon copies. They originate from a period between approximately 1900 and 2020, with a focus on the years 1990 to 2010. Older documents in particular (plans, carbon copies, etc.) may be sensitive (very thin or brittle paper); old documents may be yellowed, and older copies may be smudged and no longer easily legible. In general, however, the records are in good, structured condition. Some individual dossiers must be tidied up / organized to accurately reflect individual procedures. There is no known water or fire damage or pest infestation. Most documents are in A4 format (or slightly smaller); the ratio of text documents to image/plan documents is approximately 80% to 20% (+/-10%, depending on the file position). Filing within the dossiers was generally carried out in chronological order. AWEL will provide subject-matter specialists who will familiarize the contractor with the logic of the file positions to be processed and will be available for questions. Logistics: The records to be scanned will be selected by AWEL and prepared in moving boxes. AWEL will handle delivery of the records to the contractor within a radius of up to 50 km from the Walcheplatz site in Zurich. Transport beyond this radius must be specified by the contractor and offered as part of the proposal. Multiple transport batches are to be expected, as it is not possible to provide all records in a single step. It can be assumed that one delivery will be made per 150 linear meters of records. Transport costs must be listed separately in the proposal. Work steps: * Removal of irrelevant notes (at the contractor’s discretion) and copies (usually marked with a stamp) * Opening of all staples, adhesives, bindings, etc. * Scanning (requirements see below) * Filing in a structured manner (see below) * Delivery in electronic form as a transfer or via data carrier Scanning requirements: Documents as PDF/A-2 or PDF/A-3 (including photos and images that are part of the documents), minimum 200 dpi, color, 24-bit color depth, OCR as agreed. Documents with poor legibility must be scanned at higher resolution. Plans and pure image scans in TIFF, optionally PNG format, minimum 300 dpi, color, 24-bit color depth. Filing / File management: Records are generally grouped in paper or cardboard folders (file sets); a distinction is made between subject files and transaction files (several transaction files form a subject file). In some cases, only transaction files are available. The scanned documents are to be stored in one folder per transaction file; a corresponding folder must also be created for each subject file. Three types of record holdings can be distinguished: * Holdings with high filing requirements: one file must be created per document. These holdings comprise a maximum of 100 linear meters. * Holdings with medium filing requirements: decisions (identifiable by certain elements; training will be provided by AWEL) and plans are scanned as individual files, while the rest of the respective dossier is scanned as a single file labeled “Annexes.” These holdings comprise a maximum of 400 linear meters. * Holdings with low filing requirements: all documents of a transaction file can be combined into a single file. Removal of copies is not necessary. These holdings comprise a maximum of 400 linear meters. Disposal: After delivery of the digitized records and the corresponding approval by AWEL, all records must be destroyed. Destruction must comply with the requirements for confidential records (no interim storage, no recycling). Disposal must be offered as a separate item, and proof of disposal must be submitted to AWEL prior to final invoicing. Call-off of services by AWEL: AWEL will determine the timing and scope of specific work packages in consultation with the contractor. The offer must be submitted for the maximum volume of holdings according to the list above. However, there is no entitlement to this maximum quantity, as the demand and the actual volume of records to be digitized per holding have not been definitively determined.