Digitization of Archival Material for the Archives and Records Management Section for the United ...

I. Objective and Scope: The United Nations Archives and Records Management Section (ARMS) requires a vendor to digitize selected United Nations archives. The goal of the digitization project is twofold: preservation and access. The archives to be digitized comprise paper records and black and white photographs (prints and negatives). The vendor will digitize a minimum of 25,000 pages, up to a maximum of 50,000 pages per year. The digitization shall be done according to ARMS’ standard: Record-keeping Requirements for Digitization. The final product will comprise of 75,000 to 150,000 pages of digitized, OCR-capable documents and photographs uploaded to the ARMS’ database. II. Action Plan: 1. Prepare the physical files for scanning in accordance with ARMS’ Record-keeping Requirements for Digitization such as removing staples and maintaining the original order of the items; 2. Assign system-generated individual numerical identifiers (bar codes) to items to be digitized to ensure items can be distinguished and linked to ARMS’ database; 3. Scan selected United Nations documents and photos in accordance with ARMS’ Record-keeping Requirements for Digitization; 4. Upload digitized items with all preservation metadata directly to ARMS’ database according to ARMS’ established file structure; 5. Replace hard-copy documents and photographs into their respective files and boxes according to their original order. III. Duration of Contract: The initial contract will be for three years, in three periods of one year each, with an option to extend for two optional periods of one year each at the discretion of the UN and subject to satisfactory performance.