Archive data digitization (DIMOP) Digitization of paper-based archive data

Archive data digitization (DIMOP) Digitization of paper-based archive data
1. Full review of the data archive Digitization must be preceded by a full review and physical organization of the data archive from the point of view of the order in which the digitization should take place, in which packages, and also a precise examination of the proportion of the Archive that has already been recorded. Physical organization is necessary due to the relocation of a part of the archive during a data backup. 2. Recording of archival documents using a digital imaging process First, the paper-based data lines must be scanned. Recording with the imaging process must be continued with all data lines that contain primary, unprocessed data, because the quality of the paper deteriorates over time, and their readability decreases over the years. The scanned data is also necessary for data sets that have already been recorded, since it is often possible to check a database data that appears to be incorrect from these original data. The scanning must therefore be performed for these previously recorded data. The previously recorded and processed data can also be downloaded from the database in txt, csv, xls format. Data already recorded in the contracting authoritys database, recorded by the contracting authoritys specialists since the start of regular digitized data processing, are considered to be previously recorded, processed data prior to the conclusion of the contract. The list of previously recorded materials will be handed over to the winning Bidder. 3. Physical archiving After recording with the imaging process, the task is to physically archive the decades-old papers and books using the appropriate technique. The sizes of the documents to be archived: - In the case of precipitation sheets, the largest size is A4 and the smallest size is A6. - For climate books: A3 and A3+ size. - For synop books: A3+ and A4+ size - For ombrograph tape (cm, width, length, height): 35x52x16.5 - For thermograph, hygrograph and small barograph tape (cm, width, length, height): 10x30x26 - For large barograph tape (cm, width, length, height): 20x45x26 - Dimensions of the grizzly evaluation forms standard A4 size in all cases - Edge registration tapes (cm, width, length, height): size 59.5x22.0x26.0 4. Data recording, typing In addition to the recording (scanning) of the data on forms and archive documents, the data is recorded by machine (e.g. OCR, MI solution) or by the contracting entitys own developed input software provided by the contracting entity (hereinafter DIMET software, Excel in the case of registration tapes) must be recorded and typed in a form that can be processed by a computer. In case of recording by machine, the recorded data must be handed over to the Bidder in.csv format. The tenderer loads the recorded data into the database. DIMET provides remote access to the tendering software for the winning tenderer. The data is sent directly to a closed network that can only be accessed by pre-accredited persons. Among the above tasks, those that require the physical presence of documents can only be performed at the contracting authoritys premises. The contracting authority provides an appropriately designed room for the performance of the tasks. Work schedule provided at the place of performance 0-24 hours in case of demand. Types and planned quantities of archive documents: 1. Precipitation sheets (precipitation cartons are the monthly reports of precipitation measuring stations) 620,000 pages basic quantity + 27%, i.e. 167,400 pages quantity deviation. 2. Climate books (monthly reports of climate stations in bound book format) 470,000 pages basic quantity + 27%, i.e. 126,900 pages quantity deviation. 3. SYNOP books (Daily time reporting report books) 550,000 pages base quantity + 27%, i.e. 148,500 pages quantity deviation. 4. Registration tapes (ombrograph tapes, barograph tapes, thermograph-hygrograph tapes) and evaluation forms (zúzmara) 1,100,000 pages basic quantity + 27%, i.e. 297,000 pages quantity deviation. 5. Edge registration tapes 950,000 pages basic quantity + 27%, i.e. 256,500 pages quantity deviation. In order to ensure the safety of the collection, digitization must be carried out with tools that ensure gentle, damage-free digitization of the documents. The tenderer undertakes only to use the basic quantity, further details are included in the draft contract. Additional requirements for the service are detailed in the Technical Description, which is part of the Public Procurement Documentation