RFT Collection Files Digitisation - MAAS - M 22/059

The Powerhouse seeks to engage a suitably qualified vendor to deliver digitisation of its collection information files. These files were created to hold physical copies of digital information along with original correspondence and research associated with the museum’s collection. There are an estimated 56,000 collection files containing information about individual collection objects. 

PROJECT AIMS AND OBJECTIVES: The Powerhouse is in a state of renewal, the physical collection is being relocated to Powerhouse Castle Hill, information pertaining to the collection and contained within files require transitioning to digital technology practices.

Digitisation of this source material will simplify access to collection information. Establishing new processes digitally within the records management system, will circumvent the necessity of printing information from CIMS, consolidate the information into one place so that is accessible across the organisation, achieves best practise and reduces organisational risk.  

Original physical files are to be maintained in original condition and order and retained as per the requirement of the State Records Act, 1998.

INDICATIVE SCOPE OF WORKS: The collection file digitisation will be delivered as a single scope of work, across eight months. The scope of this project includes:

• Timeline for completion
• Gantt chart of milestones including scheduling of batched collections
• Logistics
• Secure Collection + Return – methodology  
• Storage and Tracking – methodology
• On site security measures – Facilities report
• Handling
• Preparation of file prior to scanning
• Physical handling of content
• Methodology for abnormal content (variable media)
• Scanning Specifications
• Document / image capture standards
• Output and Metadata process
• Methodology and Technical specifications
• Validation and Quality assurance
• Methodology including proposed remediation
• Reporting
• Guarantees

The Powerhouse welcomes proposals from respondents capable of undertaking the recommendations of this project.

Refer to Additional Details / Instructions

Please refer to Parts A-C and the Detailed Scope of the Requirement.

Please refer to Part A.

November 2022-June 2023