Request for proposals: Digitization and online publication of the IPU archives (1889–1939)

The Inter-Parliamentary Union (IPU), with its 137 years of history and its status as the oldest international political organization, has, over time, built up an exceptionally rich archival collection. Its archives contain documents, images and various materials covering the period from the late 19th century to the present day. Among the most remarkable holdings are unique documents relating to no fewer than 27 Nobel Peace Prize laureates associated with the Organization.

This collection is not currently available in digital format. The ability to consult the collection remains limited, requiring specialized assistance, which restricts access and visibility.

As part of its digital transformation strategy and its efforts to promote the modernization of parliamentary institutions, the IPU is undertaking the progressive digitization of its archives, starting with the segment covering the first 50 years of its existence (1889–1939).

This segment – currently managed and described in an Excel file – includes:

• 247 archival boxes
• 42 linear metres
• 360,000 pages confirmed by inventory
• 658 photographs
• 7,232 press clippings
• Documents mostly in good condition
• 27 languages

The objective of the project is twofold:

• To ensure the complete and standardized digitization of the 1889–1939 segment
• To establish temporary infrastructure enabling the management, description, continuous online publication and secure storage of digitized archives

This infrastructure is designed as a transitional solution. In the medium term, the IPU intends to establish a partnership with a public or academic institution in order to ensure the long-term curation and preservation of the digital archives. The project therefore aims to ensure maximum transportability, interoperability and absence of vendor lock-in.

This call for tenders is structured into two separate lots:

• Lot 1: Preparation, digitization and reconditioning of the archives
• Lot 2: Archival management system, publication platform (IIIF-compatible) and cold cloud storage

Bidders may apply to one or both lots.

Lot 1 services are restricted to providers whose digitization operations are established in Switzerland. 

LOT 1: Preparation, Digitization and Reconditioning

Scope of services

The Contractor shall:

• Verify consistency between the inventory and the physical documents
• Carry out cleaning and physical preparation of the documents for digitization
• Perform off-site digitization under conditions compliant with the handling and storage of heritage archives
• Ensure systematic internal quality control
• Recondition documents using anti-staple sleeves and acid-free file folders
• Return the archives in their original order
• Deliver master files, derivatives and structured metadata

Given that the volume of the collection is already well-established, the pricing model shall preferably be based on a price per image/view, defined as the capture of one side of a document producing one JPEG2000 lossless master file.

Deliverables

Technical specifications

• Resolution:

  • 300 dpi standard

  • 400 dpi small formats

  • 600 dpi photographs

• Master files:

  • JPEG2000 lossless only

  • No lossy compression permitted

• Derivative files:

  • OCR-enabled PDF/A

  • Colour for photographs, press clippings and manuscripts

  • Greyscale for typewritten documents

• OCR (printed and typewritten documents only):

  • Languages: French, English, German, Swedish, Norwegian, Spanish, Danish

  • Minimum contractual threshold: ≥ 96% character accuracy

  • Target objective: 98%

• HTR may be considered depending on demonstrated performance

Equipment

The Contractor shall deploy digitization equipment suited to the typology, format and physical condition of the documents described in this call for tenders. The chosen equipment shall ensure both image quality and full preservation of the originals.

The equipment used shall:

• Be suitable for heritage and archival documents

• Ensure non-destructive digitization, without mechanical stress or alteration (except for cleaning operations)

• Ensure stable and homogeneous capture conditions (stability, sharpness, uniform lighting)

• Allow the use of calibration targets (colour, resolution)

• Produce images compliant with recognized standards (such as FADGI 2–3 stars, Metamorfoze or equivalent)

Sheet-fed scanners or automatic feed systems are strictly prohibited for all heritage documents.

The Contractor shall provide a description of:

• The equipment (type, model, configuration)

• The capture parameters (resolution, lighting, workflow)

• The quality control procedures

Digitization tests may be requested during evaluation.

Metadata

The Contractor shall:

• Transform existing metadata into an ISAD(G)-compliant structure

• Provide a full EAD3 export

• Provide a complete CSV export

• Document the data mapping to enable future alignment with Records in Context

AND/OR

• Directly import metadata into the management and publication systems, if bidding for both lots

No metadata enrichment is required. The Excel inventory can be shared with all bidders if requested.

Quality control

• Internal control at 100%, including:

  • Completeness

  • Sharpness

  • Cropping

  • Format compliance

  • OCR presence and quality

Transport, storage and insurance

The Contractor shall provide:

• Professional archival transport

• Storage conditions compliant with heritage preservation standards throughout the project

• Transport insurance

• Professional liability insurance

Timeline – Lot 1

• Pilot phase: 1% of total volume, duration one month, mandatory validation
• Full production: May/June 2026 – May/June 2027
• At least 75% of documents must be digitized and accessible online by April 2027

LOT 2: Archival Management System, Publication Platform and Cold Cloud Storage

This lot is part of a transitional strategy aimed at ensuring interoperability, portability and absence of vendor lock-in, in view of a future partnership with a public or academic institution. Systems must not require integration into IPU infrastructure.

Deliverables

Archival management and publication system

• ISAD(g) compliant
• Public interface configurable to the IPU’s visual identity, allowing for:

  • Metadata search

  • Full-text search

  • Hierarchical navigation

  • Document consultation

• Any additional functionality that enhances the search and exploration experience (including advanced search capabilities such as indexed search engines or AI-based search assistance features) will be considered an advantage.
• IIIF server to allow for future integration with portals;
• Automatic publication (Lot 1+2) or
• import (Lot 2 only). 

Interoperability

• Full EAD3 export
• Full data extraction;
• No vendor lock-in.

Cold Cloud Storage

• Glacier-type storage;
• Redundancy;
• SHA-256 fixity checks;
• Documented retrieval procedures. 

Timeline – Lot 2

• Management and publication systems operational by July 2026;
• Continuous publication from July 2026;
• Storage operational by April 2027 at the latest.

Inter-lot Cooperation

In case of separate contractors:

• Mandatory cooperation;
• Interoperability without additional cost;
• Coordination required;

Refusal may lead to contract termination.