Rahmenvertrag Digitalisierung von Materialien für das Digitale Deutsche Frauenarchiv abgeschlossen

The project duration is 2 years, starting from January 2027 and ending in December 2028, with an option to extend for an additional year. Key milestones include a personal kick-off meeting and regular status meetings, ideally once per quarter.

The core scope of work for this tender involves the digitalization of a variety of materials, including books, newspapers, magazines, posters, flyers, brochures, files, photos, and slides of formats ranging from A6 to A1, originating from i.d.a. institutions across Germany. The process explicitly requires careful handling of the unique materials, transport, color scanning, indexing according to specifications, metadata processing, and, in some cases, Optical Character Recognition (OCR) for mostly Antiqua and partly Fraktur texts, and Handwritten Text Recognition (HTR). The use of sheet-fed scanners and digital assembly of large formats is excluded.

The statement of work summary and core deliverables include:

• Digitalization: Comprehensive scanning of diverse materials in color.
• Indexing: Adherence to provided specifications for indexing.
• Metadata Processing: Embedding specific information in each TIFF and JPG digital copy using the IPTC data format, covering the institution (Source), location (City), associated collection (Catalog Sets), and funding by the "Digitales Deutsches Frauenarchiv" (Special Instructions).
• Text Recognition: Implementation of OCR (primarily for Antiqua, partially for Fraktur) and HTR for relevant materials.
• Transport: The service provider is responsible for transporting materials in secure, lockable (metal) crates, unless an alternative method is requested by the i.d.a. institution. Materials must be guarded during transport.
• Documentation: Provision of complete handover protocols and a detailed cost breakdown.
• Data Delivery: Delivery of digital data on virus-free external removable hard drives.
• File Naming Conventions: Digital copies must adhere to specific file naming guidelines, including `_recto` for the front side, `_verso` for the back side, or corresponding page numbers, while avoiding special characters and limiting file names to a maximum of 25 characters.
• Communication and Project Management: Participation in a personal kick-off meeting, regular quarterly status meetings, and the assignment of a dedicated project manager by the contractor.
• Budget: The project operates within an annual budget ceiling of 30,000 Euros, inclusive of all work steps and taxes.