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The objective of this tender is to procure brand-new digitisation equipment and accompanying
software (with licence) to support the high-quality, digital capture of a wide range of archival and
heritage materials of varying size, thickness and weight in this Financial Year.
We require a large format floor mounted image scanner (up to A0 size) with a mobile scanning bed.
Among other features, it must be capable of manual access, integrated quality control, resolution
up to 600PPI optical (however higher levels can be offered) and integrated software with OCR ability.
The equipment required includes:
System Depth of Field - should be capable of scanning thick books and folded materials.
Cradle/Stage/Platform requirements:
Scanning Outputs
i. Functional Requirements
o Image Quality: The primary goal is to create images that are as legible as the original.
| Lot | Title | Value |
|---|---|---|
| 1 | Lot 1 | — |
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o Resolution (PPI): Up to 600 PPI for documents.
o Colour Depth: Scan ordinary documents up to 48-bit colour as required
ii. Performance Requirements
o Image Integrity: Scans should capture the entire page with a clear border, be size-for-size, and be free from digital artifacts like spots or dark patches.
o File Format Master Files: Use preservation-grade, lossless formats like TIFF or JPEG2000 for master archive copies. Should use formats like PDF/A (ISO19005 standard) for distribution, accessibility, and general use, as they support long-term preservation and text searching.
o The scanner needs to produce high-quality images to ISO19264, ISO19005 standards (full capture area, full resolution, in colour). There should be image previews while scanning.
o Metadata: A comprehensive metadata framework is essential for searchability and context. Metadata should include information such as title, author, date, keywords, unique identifiers, and retention periods.
iii. Technical Requirements
o Building Access: The scanner stage and equipment should be able to be brought into the Archive facility through standard door apertures to be assembled within the space required in the Scanning Room facility.
o Dimensions: The area for installation of the new system should fit within the areas allowed
2.5M deep
3.5M wide
3.0M high
o Power: The system should be operable using normal UK mains power voltage (230V) and frequency (50Hz).
o Training: We require orientation and training for all the staff of the Archives (up to 10 people) on the operation and use of the scanning systems supplied.
o Warrantee and Maintenance: The procured system should be covered by a minimum three-year warrantee for all defects and should not require maintenance until operational year 4.