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High-volume digitisation for public administration.

Large-scale intake of current and intermediate archives, returned into compliant digital preservation. Every stage of the work is documented and open to joint inspection.

Intended for

Municipalities and their unions, local and hospital health authorities, accredited clinics, schools, non-commercial public bodies and publicly owned companies.

In brief

01What we do: We take on the whole archive — arrangement, scanning, text recognition, compliant preservation — and hand it back searchable.
02Who it is for: Municipalities, health authorities, schools and public bodies with current or intermediate archives to process at scale.
03What the institution keeps: Acceptance documentation lot by lot, a logged chain of custody, and data exportable in open formats at any time.

Scope of the engagement

The engagement covers the complete treatment of large documentary holdings: building permits, health records, administrative acts, personnel files, school records and registers of incoming and outgoing correspondence.

Treatment comprises preliminary survey, arrangement by archival method, scanning, optical character recognition, indexing and deposit into compliant digital preservation. Individual stages can be commissioned separately, but doing so incurs rework costs, which are set out in the tender response.

Orders of magnitude

Indicative values, to be confirmed on site. Actual throughput depends on the condition of the material and the degree of disorder in the holding.

Extent per contract: Millions of pages

Stages of the work

01Survey and project
A visit to the repository, measurement of extent in linear metres, condition assessment and identification of holdings under statutory protection. What results is a work plan, not a quote by the kilo.
02Arrangement and description
Arrangement respecting the archival bond, reconstruction of series, item-level description and a disposal proposal submitted for authorisation.
03Scanning
Capture on equipment matched to the material: production scanners for current files, planetary scanners for bound or fragile items. Chain of custody is logged at every handover.
04Recognition and indexing
Optical character recognition across the whole holding, then extraction of the fields that matter — reference number, holder, date, land registry references. Each extracted field carries a confidence score that can be inspected.
05Deposit into preservation
Formation of submission packages under the applicable technical rules, with the prescribed metadata and signatures, and transfer to the preservation system nominated by the authority.
06Acceptance and handover
Joint verification on an agreed sample, with defects recorded and rework at the contractor’s expense. Acceptance records form part of the handover.

Compliance

The obligations below are covered as standard and evidenced in the handover documentation.

Compliance with AgID guidelines on the creation, management and preservation of electronic records.
Personal data processed as processor under Article 28 of Regulation (EU) 2016/679, with a written appointment and a record of processing activities.
Management systems certified to ISO 9001, ISO/IEC 27001, ISO/IEC 27017 and ISO/IEC 27018.
Documented chain of custody: intake records, movement tracking, return records.
Dialogue with the Archival and Bibliographic Superintendency for protected holdings and for disposal proposals.
Processing infrastructure located on Italian territory: data does not leave the national perimeter.

Programmes and funding

Most current contracts are funded under programmes with binding deadlines. Planning is built around reporting dates, not around convenience of production.

Binding schedule: The work plan is broken into lots with verifiable interim milestones, so that partial claims can be filed and the authority is not exposed to withdrawal of funding.
Regional programme ERDF-ESF+ 2021-2027: Archives of municipal archives are currently in digitisation under the programme. The reporting arrangements used here have already been applied in that context.
Continuity of service: Work can be carried out on the authority’s own premises, so that access to records by staff and citizens is not interrupted during treatment.

After digitisation

Compliant preservation discharges the legal obligation but does not make an archive efficiently searchable. The digitised holding can be loaded into the Anamnesis platform, which allows querying by extracted field, semantic search and authenticated access through SPID and CIE.

Ownership of the data remains with the authority, which may obtain a full export in open formats at any time.

Preliminary site visit

A reliable estimate of cost and duration requires a visit to the repository. The visit is free of charge and concludes with a written report on the extent recorded.

Request a site visit