Scanndienstleistung Verwaltungsakten

The contract has a maximum duration of 30 months in total.

Key milestones and phases are as follows:

• The advertised service must begin promptly, at the latest eight weeks after the contract is awarded.
• The work related to digitalization must be carried out within 24 months after the contract is awarded.
• After the completion of the entire digitalization process (1st – 24th month), the archive stock will be stored for six months, which corresponds to the 25th – 30th month of the contract.
• The client has three months for quality assurance and testing after the last digital documents are handed over.
• The storage of the archive stock with the contractor should take place for six months after the completion of the digitalization process, commencing with the client's partial final declaration.
• The client reserves the right to shorten the service period by up to six months.

• Resolution: 300 dpi (standard).
• Color depth: minimum 24 Bit (True Color).
• Color mode: black-and-white for text, grayscale for stamps/carbon copies, and color for color-relevant content.
• Duplex scanning with automatic blank page detection, if quality assurance confirms no relevant pages are lost.
• Digitized output format: PDF/A-2u according to ISO 19005-2.
• Compression method: lossy JBIG2 is excluded.
• Digital copies must be searchable using Unicode OCR and compatible with full-text search in a document management system.
• OCR accuracy must be at least 98% for normal source material.
• Automated image enhancement is required for better readability.
• Structured JSON files are required for data transmission and import into the client's document management system.
• Unicode OCR is required for full searchability of digital documents and compatibility with the client's document management system.
• A flatbed scanner must be used for old, brittle plans or drawings larger than DIN A3 up to DIN A0.
• Automated image enhancement must be used to improve readability.
• Exposure adjustment is required in individual cases for particularly difficult document originals, such as carbon paper.
• Paper formats larger than DIN A5 up to DIN A0 must be scanned.
• Scanning must be performed in the correct reading direction.
• Documents must be straightened to ensure proper alignment.
• The contractor must use a suitable project management system to control batch processing, adhere to deadlines, and ensure transparent traceability of all work steps.
• Risks must be identified early and appropriate countermeasures proposed.
• Quality assurance must include continuous checking and documentation of OCR results and metadata, with prompt correction of identified errors.
• Technical and organizational data protection and security measures must include access control, entry control, separation control, pseudonymization, transfer control, availability control, rapid recoverability, and data protection management.
• Data destruction must comply with ISO 21964, formerly DIN 66399, at least protection class 2 and security level P-4.
• Destruction must be documented through proof of destruction, including a destruction protocol from the disposal service provider and a binding declaration of complete deletion of all digital copies stored by the contractor.
• Urgently requested files must be processed and provided digitally within 48 hours of the request.
• For urgently requested files, delivery and pickup by courier must occur within 48 hours of the request.