Introduction

The "Ata de Registro de Preços" (Price Record) is a sophisticated administrative instrument used by Brazilian public entities to optimise procurement for Information and Communication Technology (ICT) services. It provides a centralised and efficient mechanism that enables multiple government organisations within a state to leverage a competitively negotiated contract. Recently, Proderj, the Information and Communication Technology Center of the State of Rio de Janeiro, collaborated with Safe Conversão Digital (SAFE), a trusted partner of Piql, to digitise and archive 40 million pages of vital public documents.

About the Project

This ambitious project aimed to convert a vast quantity of public documents into digital formats, providing long-term preservation, accessibility, and security. With the combined effort of Proderj, SAFE, and participating state agencies, this project sought to create an efficient, modernised system for managing and preserving critical government data. The contract covers the digitisation, implementation of RDC-ARQ, and piqlFilm archival services, with the initial phase set for 12 months, extendable for up to 36 months. SAFE will operate across two sites with a dedicated team of 50 staff members.

The Challenge

The sheer scale of the project posed several challenges:

1. High Volume of Documents: The digitisation of 40 million pages requires extensive resources and meticulous attention to detail.

2. Document Security: Public sector documents contain sensitive information, requiring secure conversion and storage processes to prevent data breaches.

3. Long-term Preservation: Ensuring the integrity and accessibility of these documents for future generations required a reliable and sustainable archival solution.

4. Operational Efficiency: With multiple government entities involved, coordinating and managing the digitisation efforts required careful planning and streamlined processes.

Project Scope and Details

The project involves a substantial volume of document digitisation and archival work.

Terms of the contract

The contract is for 40 million pages and includes digitisation, RDC-ARQ implementation and piqlFilm archiving. The contract is for an initial period of 12 months with an option to extend for up to 36 months. SAFE will provide services across two operational sites, employing 50 dedicated staff to manage the document conversion.

Services Delivered by SAFE

SAFE has been awarded the contract to provide end-to-end digital document management services. The scope of services includes:

• Digital conversion services: High-resolution scanning (minimum 300 DPI), Optical Character Recognition (OCR) for text searchability and implementation of digital signatures for document authenticity.
• Digital Microfilm Services: SAFE also offers 35mm microfilming of digital and born-digital files, providing long-term archival storage, duplication and enhanced security through physical backups.

Institutional Roles and Collaboration

The successful execution of the project involved clear collaboration between Proderj, the participating state agencies, and SAFE.

• Proderj (Central Coordination): Proderj defined the project’s technical requirements, coordinated the procurement process, supervised service execution, ensured compliance with archival standards, and managed the technological infrastructure for the RDC-ARQ.
• State Public Agencies: Participating agencies adhered to the Price Record, requested digitisation services, provided documents for conversion, and validated the delivered services. These agencies included key organizations such as the Secretaria de Estado de Trabalho e Renda, CEDAE, and Rioprevidência, among others.
• SAFE (Service Provider): SAFE delivered end-to-end digitisation services, implemented secure digital signatures, created and managed the archival repository, and facilitated user training and system integration.

Technological Highlights

Piql’s advanced digitisation and preservation capabilities are central to the project’s success. By using 35mm microfilm technology, the project safeguards approximately 40 million images, creating physical backups to mitigate risks of cyber threats. This dual approach—digital transformation combined with analog preservation—ensures data accessibility, integrity, and longevity.

Strategic Impact

The Proderj project represents a forward-thinking approach to digital transformation in public administration, delivering strategic benefits in several key areas.

Administrative Efficiency: The project simplifies procurement by streamlining methodology, reducing bureaucratic complexity and standardising pricing across multiple institutions. These efficiencies increase transparency, accountability and reduce administrative burdens, ensuring faster and more efficient service delivery across government agencies.

Technological Modernisation: A key component of this initiative is the modernisation of document management technologies. The project includes advanced digital conversion capabilities to ensure the secure storage and accessibility of important documents. The system will also provide comprehensive records management to ensure long-term preservation and retrieval of data.

Cost Optimisation: By taking advantage of bulk purchasing, the project reduces individual procurement costs. In addition, the consistent and standardised pricing strategy for digitisation services offers significant savings while ensuring high quality results across government.

Conclusion

The partnership between Proderj and SAFE demonstrates the transformative potential of strategically aligned technological procurement. By blending administrative innovation, legal compliance, and technological advancement, this project offers a replicable model for other governmental entities aiming to modernise their ICT and document management strategies. The successful implementation of this initiative not only modernises the state’s public administration but also contributes to establishing a more secure and efficient future for public records preservation. Through this collaboration, Proderj has set a new standard for how public institutions can leverage advanced technologies to improve their operations and service delivery.