Switzerland – Scanning services – Digitization of Environmental Law Enforcement, Scanning of Records from Active Filing Systems

The AWEL is responsible for the enforcement of various aspects of environmental law in the Canton of Zurich (www.awel.zh.ch <http://www.awel.zh.ch>). As part of this activity, AWEL maintains case files that may remain in active filing systems for decades. Due to the transition to digital file management, these dossiers are now available in hybrid form. As preparation for the present project, AWEL has created a comprehensive inventory of all physical records. This inventory includes over 800 file positions with a total volume of 2,900 linear meters, distributed across 18 rooms at 3 locations (all in Zurich). The records have been categorized, and those no longer required have been transferred to the State Archives of Zurich or destroyed. The remaining holdings (approximately 1,500 linear meters) are largely in an organized state (see below) and belong to AWEL’s active filing system. As some of these records will still be needed for decades, they are to be scanned where appropriate. Records: The records consist of physical dossiers stored in hanging files, archive boxes, and paper folders. They include individual documents, stapled documents, bound documents, glued documents, plans of various formats (including large ones), notes, drafts and visa copies, copies, and carbon copies. They originate from a period between approximately 1900 and 2020, with a focus on the years 1990 to 2010. Older documents in particular (plans, carbon copies, etc.) may be sensitive (very thin or brittle paper); old documents may be yellowed, and older copies may be smudged and no longer easily legible. In general, however, the records are in good, structured condition. Some individual dossiers must be tidied up / organized to accurately reflect individual procedures. There is no known water or fire damage or pest infestation. Most documents are in A4 format (or slightly smaller); the ratio of text documents to image/plan documents is approximately 80% to 20% (+/-10%, depending on the file...