Digitization of personnel files – scanning service

Summary

This procurement concerns a scanning service for digitizing 3,500 active personnel files (approximately 875,000 pages) for DESY in Hamburg. The contract covers pickup/transfer, preparation, structured digitization with OCR, PDF/A-2b creation, indexing, quality control, and secure data handover to the DESY document management system (DMS) and SAP S/4HANA integration. An initial tranche of 25 files is included; the total scope comprises 3,500 files. The processing period runs from 01 December 2026 to 31 October 2027, with project completion by 31 December 2027. Net prices (excluding VAT) apply and include standard processing at DESY’s site, with options for additional post-processing, express return, and possible price adjustments subject to notice and evidence. The tender emphasizes data protection, information security (TR-03138 RESISCAN), and supplier qualifications (insurance, turnover, employee numbers, etc.).