Outsourcing and Digitization of Sitra's Paper Archive
Background of the Procurement
Sitra's archive has been digitized since 2018. Documents created before this are still in the paper archive at Sitra's premises in Ruoholahti. The archive contains material to be permanently preserved as well as material to be destroyed after a certain period. Of these, permanently preserved material and material to be preserved for more than 5 years will be digitized. The digitization of materials to be preserved for more than 5 years will continue until 2061 at the latest. Material to be preserved for less than five years will remain as a paper archive.
The material to be processed contains personal data, a more detailed description and processing instructions for which are attached in Appendix 4, Personal Data Processing Instructions.
The paper archive to be processed amounts to approximately 160 shelf meters in total, of which approximately 90 shelf meters is material to be digitized and approximately 65 meters is material to be transferred to the paper archive. Documents to be digitized on a document-by-document basis are the minutes of the meetings of Sitra's Administrative Council, Board, and Management Group. Other material will be digitized at the folder level. Material to be preserved for less than five years will not be digitized but will remain as a paper archive and will be destroyed between 2027-2031. The amount and content of the material to be digitized will be reviewed and specified with the selected supplier in a joint initial archive inspection.
Subject of the Procurement
The subject of the procurement is the outsourcing of the paper archive to a supplier who will be responsible for the digitization, metadata creation, and temporary storage, management, and destruction of the material. The supplier must have a strong knowledge of archive law and expertise in the handling, storage, and destruction of archives. The supplier will also be responsible for the secure packaging, transfer, and transportation of the archive material from Sitra's premises to their own premises, as well as for storing the material in their own premises for the required period. The supplier must provide three (3) client references for similar, successfully managed projects from the preceding 3 years, which included both digitization and archiving services. Client references are to be filled out in Appendix 2.
The digitized material must be in PDF/A format and the associated metadata in CSV format. The material will be processed with metadata in accordance with Sitra's instructions and archive law and transferred to the client's digital archive after customer approval. SFTP connection will be used for the transfer, which will be agreed upon in more detail with the selected supplier. The supplier will securely destroy the digitized paper material after approval.
Temporary management of the paper archive includes retrieving and sending material related to information requests to the client's registry in PDF format via email, and if necessary, encrypted email if the material is to be encrypted or contains special personal data. Retrieval and delivery of material to the client in digital format must occur within a 24-hour response time on weekdays between 9 AM and 4 PM. The client's registry will forward the materials to the requester of the information.
The service package will be discussed in more detail with the selected supplier based on the project plan submitted as an appendix to the offer.
The procurement aims to improve archive manageability, timeliness, and usability, as well as cost-effectiveness.
The estimated value of the procurement will be below the threshold for EU procurements.
Option for Additional Service: Digitization of Postal Mail
We also request a price for the option of a digitization service for incoming postal mail, where mail will be addressed directly to the supplier for digitization and subsequent forwarding to the client via email. The amount of postal mail to be processed is a maximum of approximately 50 items per month. The monthly price for the optional service and the price per letter are to be filled in the price form (Appendix 3).
Offering the option is not mandatory.
The client is not committed to ordering the optional service but will decide on its implementation separately during the contract period.
Schedule for Archive Processing and Outsourcing
The transfer of the paper archive to the supplier's premises is planned to take place during May-June 2026. The detailed digitization schedule will be agreed upon with the selected supplier, but the indicative goal is to have the digitized material fully transferred to the client's digital archive by the end of 2026. Material to be preserved for a maximum of five years will remain in the paper archive, after which the maintenance of the paper archive and thus the contract period will end with the selected supplier. The contract period is five (5) years.
Lot 1: Outsourcing and Digitization of Sitra's Paper Archive
Background of the Procurement
Sitra's archive has been digitized since 2018. Documents created before this are still in the paper archive at Sitra's premises in Ruoholahti. The archive contains material to be permanently preserved as well as material to be destroyed after a certain period. Of these, permanently preserved material and material to be preserved for more than 5 years will be digitized. The digitization of materials to be preserved for more than 5 years will continue until 2061 at the latest. Material to be preserved for less than five years will remain as a paper archive.
The material to be processed contains personal data, a more detailed description and processing instructions for which are attached in Appendix 4, Personal Data Processing Instructions.
The paper archive to be processed amounts to approximately 160 shelf meters in total, of which approximately 90 shelf meters is material to be digitized and approximately 65 meters is material to be transferred to the paper archive. Documents to be digitized on a document-by-document basis are the minutes of the meetings of Sitra's Administrative Council, Board, and Management Group. Other material will be digitized at the folder level. Material to be preserved for less than five years will not be digitized but will remain as a paper archive and will be destroyed between 2027-2031. The amount and content of the material to be digitized will be reviewed and specified with the selected supplier in a joint initial archive inspection.
Subject of the Procurement
The subject of the procurement is the outsourcing of the paper archive to a supplier who will be responsible for the digitization, metadata creation, and temporary storage, management, and destruction of the material. The supplier must have a strong...
