Introduction to the Digitisation Initiative

Angra dos Reis, a municipality in the southwestern region of Rio de Janeiro state (Brazil), is renowned for its geographical diversity, spanning approximately 825 square kilometers. To modernise and preserve its municipal archives, Angra dos Reis has embarked on a transformative document digitisation initiative. Implemented through a Price Registration Record (Ata de Registro de Preços), this project exemplifies the municipality's commitment to leveraging technology for improved governance and administrative efficiency.

The project was awarded to IATR (Innovative Archival Technologies and Resources), a specialized provider in archival management and digital transformation.

Project Objectives and Vision

The Angra dos Reis digitisation initiative has several key objectives. First and foremost, it aims to implement a comprehensive digital transformation of the municipality's document archives, ensuring that physical documents are seamlessly integrated into modern digital systems. Preservation is a key objective, as the project will safeguard the city's historical documentation while ensuring it is easily accessible for future use. The digitisation effort will also improve government efficiency by streamlining document management and retrieval processes, making government more agile and responsive. In addition, the project emphasises sustainable practices by reducing reliance on physical storage solutions and using modern technological tools to manage archival materials more effectively.

Participating Municipal Secretariats

Several municipal secretariats have joined the digitisation services contract, reflecting the broad scope of the initiative. These include:

• CONTROLADORIA GERAL DO MUNICÍPIO (CGM)
• SECRETARIA DE PLANEJAMENTO
• PROCURADORIA GERAL DO MUNICÍPIO
• SECRETARIA DE DESENVOLVIMENTO SOCIAL E PROMOÇÃO DA CIDADANIA
• SECRETARIA DE EDUCAÇÃO, JUVENTUDE E INOVAÇÃO
• SECRETARIA DE URBANIZAÇÃO PARQUES E JARDINS
• SECRETARIA DE SEGURANÇA PÚBLICA (SSP)
• SECRETARIA DE RECURSOS HUMANOS
• SECRETARIA DE GOVERNO
• SAD. MEDICINA DO TRABALHO
• INSTITUTO DE MEIO AMBIENTE DE ANGRA DOS REIS
• AÇÃO SOCIAL - SECRETARIA DE DESENVOLVIMENTO REGIONAL
• SECRETARIA DE OBRAS

The collaboration between these secretariats demonstrates the broad nature of the digitisation effort, ensuring that all sectors benefit from improved document management and accessibility.

Scope and Approach of the Digitisation Process

The digitisation process begins with the collection and preparation of approximately 15 million documents from various municipal secretariats. Each document is carefully inspected and fragile items are given professional preservation treatment. A hygienisation process is also carried out to ensure the integrity of the physical documents prior to digitisation. Once prepared, the documents are digitised using advanced technology to produce high quality digital versions in PDF/A multipage (colour) and optical storage (black and white) formats. Hybrid storage solutions combining digital and optical media are also used to ensure both longevity and accessibility. Comprehensive indexing is applied to facilitate efficient search and retrieval of documents from the digital archive.

Furthermore, an advanced Electronic Document Management (GED) system will be deployed, featuring capabilities for digital archiving, integrated PDF viewing, and full-text search across all records. The system will also allow for periodic report generation and customisable queries. The physical documents will be securely preserved after digitisation and systematically returned to their original locations for future reference.

Technical Specifications

The PIQL system used in this project is compatible with modern web browsers such as Google Chrome, Microsoft Explorer and Mozilla Firefox. It operates flexibly in both internet and intranet environments, with storage options including database and network directory storage. The system features automatic PDF conversion, a unified task management interface and independent data recovery capabilities, ensuring seamless integration into existing workflows.

The digitisation process includes multipage PDF/A colour conversion, with automatic options for black and white optical conversion. Long-term preservation is achieved through the use of 35mm optical storage media, providing a reliable method of safeguarding documents for decades. The high fidelity digital representation ensures that the integrity of each document is maintained throughout the process.

Key Outcomes

The main outcomes of the project include administrative modernisation, with improved efficiency in document retrieval and management. The project also promotes transparency by improving access to public records, allowing citizens easy access to important government documents. In addition, the initiative contributes to sustainability by reducing the need for physical storage, in line with the municipality's environmental objectives. These outcomes not only improve day-to-day operations, but also ensure that the city's historical records are preserved for future generations.

Conclusion

The Angra dos Reis document digitisation initiative demonstrates a forward-thinking approach to local government. By investing in advanced archiving technologies and streamlined processes, the municipality is not only preserving its historical records, but also setting a benchmark for digital transformation within the State of Rio de Janeiro. This project demonstrates how strategic technology investments can drive sustainable development and position Angra dos Reis as a leader in modern government practices.