Document management and digitization (DIGI)

Beneficiary: Lechner Non-profit Ltd.
Consortium members: non-applicable
Project title: Ensurance and maintenance of fund management conditions through digitalization and filing for documents produced during the implementation of different Operational Programmes
Project identification number: KÖFOP-3.2.10-16-2016-00001 [PASOP-3.2.10-16-2016-00001]
Overall contract value: 1 976 999 850 HUF [5 648 571 EUR]*     [*1 EUR = 350 HUF]
Percentage of EU contribution: 100%
Project duration: 01/01/2016-31/03/2021

Short description of project:

Based on the related government decree, Lechner Non-profit Ltd. is responsible for the digitization of approximately 105.5 million pages by the end of September 2021. The aim of the project is to process, digitiize, archive, as well as provide archival services for documents generated during the implementation of Operational Programmes between 2007 and 2013. A team of  ca. forty employees is responsible for carrying out this high-volume task.

During the receipt of the documents, the paper-based documents of the calls for proposals (applications) are received, checked and barcoded. This is followed by processing, which includes the digitization and metadata of newly received, currently non-electronic application documents, as well as their electronic archiving.

Project activities include:

• professional digitization of property data, paper-based documents with closed status, which have not been processed by previous projects, generated in the institutional system during the 2007-2013 programming period;
• quality control of digitized cadastral and property rights data;
• submission of digitized documents to the Prime Minister's Office for upload to the Common Monitoring and Information System (EMIR) Document Store;
• ensuring the operating conditions of the Central Archives in accordance with the standards set by the Prime Minister’s Office;
• preparing methodologies for the improvement of property data and legal supporting property documents digitization;
• preparation of a central archival service that provides on-site access to documents and the delivery of original documents to the requester's registered office or premises;
• operation of the archive software and continuous updating of data, including design of databases for cadastral data, to assist queries by constantly uploading relevant metadata of documents already uploaded to the Common Monitoring and Information System;
• design of a more effective, user-friendly, easily accessible system and databases for legal and cadastral archive.