Digitization of Environmental Law Enforcement, Scanning of Files from Current Records

The AWEL is responsible for the enforcement of various aspects of environmental law in the Canton of Zurich (www.awel.zh.ch). In the course of this activity, the AWEL maintains case files that may have been in current records for decades. Due to the transition to digital file management, these files are now in hybrid form. In preparation for the present project, the AWEL has created a comprehensive inventory of all physical records. This comprises over 800 file items with a volume of 2900 linear meters, distributed across 18 rooms at 3 locations (all in Zurich). The files have been categorized, and files no longer needed have been handed over to the State Archives ZH or destroyed. The remaining holdings (approximately 1500 linear meters) are mostly in an orderly state (see below) and belong to the current records of the AWEL. As these files will be needed for decades to come, they are to be scanned where sensible. Files: The files consist of physical dossiers in suspension files, archive boxes, and paper folders. They contain individual documents, stapled documents, bound documents, glued documents, plans of various formats (including large ones), notes, drafts and visa copies, copies, and duplicates. They date from approximately 1900 to 2020, with a focus on the period from 1990 to 2010. Older documents (plans, duplicates, etc.) can be sensitive (very thin or brittle paper), old documents may be yellowed, and old copies may be smudged and no longer easily legible. In general, however, the files are in good, structured condition; individual dossiers need to be tidied up/organized to clearly represent the individual procedures. No water or fire damage or pest infestation is known. Most documents are A4 size (or slightly smaller); the ratio of text documents to image/plan documents is 80%:20% (+/-10%, also depending on the file item). Filing within the dossiers was generally chronological. The AWEL will provide specialists who will familiarize the contractor with the logic of the file items to be processed and be available for queries. Logistics: The files to be scanned will be selected by the AWEL and provided in moving boxes. The AWEL will arrange for the delivery of the files to the provider within a maximum radius of 50 km from the Walcheplatz, Zurich location. Transports beyond this radius must be indicated by the provider and offered as part of the bid. Several transport batches are to be expected, as it is not possible to provide all files in one work step. A delivery can be expected for every 150 linear meters of files. Transport costs must be itemized separately in the offer. Work Steps: 1.   Removal of irrelevant notes (contractor's own assessment) and copies (mostly marked with a stamp) 2.   Opening of all staples, glue, bindings, etc. 3.   Scanning (requirements see below) 4.   Filing in a structured form (see below) 5.   Handover in electronic form as a transfer or via data carrier Scan Requirements: Documents as PDF/A-2 or PDF/A-3 (including photos and images that are part of the documents), min. 200 dpi, color, 24-bit color depth, OCR upon agreement. Documents with poor legibility at higher resolution. Plans and pure image scans in tiff, optionally png format, min 300 dpi, color, 24-bit color depth. The technical details can be optimized jointly with the client after the order is placed. Filing / File Management: Files are usually grouped with paper or cardboard folders (file cabinet); a distinction is made between subject files and case files (several case files form a subject file). Sometimes only case files are present. The scanned documents are to be filed per case file in a folder; a folder is also to be created for the corresponding subject file. A distinction can be made between 3 types of file holdings: Holdings with high filing requirements: a file must be created for each 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; the rest of the respective dossier as a single file "Attachments". These holdings comprise a maximum of 400 linear meters. Holdings with low filing requirements: all documents of a case 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 handover of the digitized files and corresponding approval by the AWEL, all files are to be destroyed. The destruction must comply with the requirements for confidential files (no interim storage, no recycling). Disposal is to be offered as a separate item; proof of disposal must be submitted to the AWEL before the final invoice. Retrieval of services by the AWEL The AWEL will determine the timing and scope of specific work packages in consultation with the contractor. The offer must be submitted for the maximum scope of the holdings according to the list above. However, there is no entitlement to this maximum quantity, as the need and the actual amount of files to be digitized per holding are not definitively determined.