Acquisition Background Sitras Archive Has Been Digitized Since 2018. The Documents Created Before This Are Still In The Paper Archive At Sitras Premises In Ruoholahti. The Archive Contains Both Material To Be Stored Permanently And Material To Be Destroyed After A Deadline. Of These, Material To Be Stored Permanently And Material To Be Stored For More Than 5 Years Will Be Digitized. Digital Archiving Of Materials To Be Stored For More Than 5 Years Will Continue Until 2061 At The Longest. Material To Be Kept For Less Than Five Years Is Left As A Paper Archive. The Material To Be Processed Contains Personal Data, A More Detailed Description And Handling Instructions Are Attached In Appendix 4 Personal Data Handling Instructions. The Paper Archive To Be Processed Is About 160 Shelf Meters In Total, Of Which About 90 Shelf Meters Are Material To Be Digitized And About 65 Meters Are Material To Be Transferred To The Paper Archive. Document-Specific Material To Be Digitized Are The Meeting Minutes Of Sitras Supervisory Board, Board Of Directors And Management Team. Other Material Is Digitized At Folder Level. Material To Be Kept For Less Than Five Years Is Not Digitized, But Remains A Paper Archive And Will Be Destroyed Within The Years 2027-2031. The Amount And Content Of The Material To Be Digitized Will Be Reviewed And Specified In A Joint Initial Review Of The Archive With The Selected Supplier. Purpose Of The Procurement The Purpose Of The Procurement Is The Outsourcing Of The Paper Archive To A Supplier Who Is Responsible For Both The Digitization, Metadata, And Periodic Storage, Management And Disposal Of The Material. The Supplier Is Required To Have A Strong Knowledge Of The Archives Act And Know-How In The Handling, Storage And Disposal Of Archives. The Supplier Is Also Responsible For The Information-Secure Packaging, Transfer And Transport Of The Archive Being Processed From Sitras Premises To Its Own Premises, As Well As The Storage Of The Material In Its Own Premises For The Necessary Time. The Supplier Is Required To Have Three (3) Customer References From Similar, Successfully Managed Projects From The Previous 3 Years, Which Included Both Digitization And Archiving Services Of The Material. The Customer References Are Filled In In Appendix 2. The Material To Be Digitized Must Be In Pdf/A Format And The Associated Metadata In A Csv File. The Material Is Meta-Informed In Accordance With Sitras Instructions And The Archive Act And Is Transferred To The Customers Digital Archive After The Customers Approval. The Sftp Connection Is Used As A Transfer Method, Which Will Be Agreed Upon In More Detail With The Selected Provider. The Supplier Destroys The Digitized Paper Material Securely After Approval. The Periodic Management Of The Paper Archive Includes The Search And Sending Of Material Related To Possible Information Requests To The Customers Registry In Pdf Format By E-Mail And, If Necessary, By Encrypted E-Mail, If It Concerns Classified Materials Or Special Personal Data. The Search And Delivery Of The Material To The Customer In Digital Form Must Take Place Within A 24-Hour Response Time On Weekdays Between 9 Am And 4 Pm. The Customers Registry Will Continue To Send The Materials To The Information Requester. The Service Package Will Be Reviewed In More Detail With The Selected Supplier On The Basis Of The Project Plan To Be Submitted As An Attachment To The Offer. The Procurement Aims For Better Manageability, Timeliness And Usability Of The Archive, As Well As Cost Efficiency. The Anticipated Value Of The Procurement Is Below The Threshold Value Of Eu Tenders. From The Digitization Service, In Which Case The Letter Mail Is Addressed Directly To The Supplier For Digitization And Onward Transmission To The Customer By E-Mail. There Is A Maximum Of Approx. 50 Pieces Of Letter Mail To Be Processed Each Month. The Monthly Price Of The Option Service And The Price Per Letter Are Filled Out On The Price Form (Appendix 3). Offering The Option Is Not Mandatory. The Customer Does Not Commit To Ordering The Option Service, But Decides On Its Implementation Separately During The Contract Period. Archive Processing And Outsourcing Schedule The Transfer Of The Paper Archive To The Suppliers Premises Is Planned To Be Carried Out Between May And June 2026. A More Precise Schedule For The Digitization Will Be Agreed With The Selected Supplier, But The Indicative Goal Is To Have The Digitized Material In Its Entirety Transferred To The Customers Digital Archive By The End Of 2026. Materials Stored In The Paper Archive Remain For A Maximum Of Five Years, After Which The Maintenance Of The Paper Archive And At The Same Time The Contract Period With The Selected Supplier Ends. The Contract Period Is Five (5) Years.
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