Videre til indhold | Videre til menunavigation

Mine værktøjer

Du er her: Forside / Om biblioteket / Udbud / Requirements specification for digitisation of 78rpm discs

Requirements specification for digitisation of 78rpm discs

Questions and answers at the end of the text

Background information

Statsbiblioteket (hereafter called SB) has an extensive amount of analogue audio and video recordings. Parts of these will be digitised inhouse whereas some media digitisation is outsourced.

The discs

SB has several thousand 78rpm discs of which we are currently looking to digitise about 1000 discs externally. The cost of the assignment must be based on the number of discs digitised, so that SB can decide to adjust the actual amount of discs to be digitised.

The discs are commercial records which are in good condition. They will need cleaning however.

The service provider will be responsible for the entire logistics process from pickup of the discs to delivery of files and discs. An offer must include specifications of routines in connection with transportation and handling of the discs to minimise any possible risks. Each disc must be insured at a value of €250 from pickup to return, as the content is unique cultural heritage.

The first 20 digitisations will serve as a test sample and SB reserves the right to withdraw from the contract upon our evaluation of these first 20 digitisations. If SB chooses to withdraw from the contract, only the 20 delivered digitisations and logistics will be paid for. Within five work days of receiving the test sample SB will decide whether to continue the assignment.

Digitisation process

REQUIREMENT: The machines used must be in good condition throughout the entire digitisation process.

OPTION: The records must be cleaned on both sides (please supply price for different ways of cleaning).

REQUIREMENT: A choice of pickup needle relevant for the record must be made.

REQUIREMENT: Technical metadata (barcode, Matrix number, choice of pickup, size of pickup, tracking force, equipment, AD-converter and operator) in XML together with each audio file.

REQUIREMENT: The workflow from analogue discs to digitised files must in no way include any lossy compression. The Service Provider must describe the full workflow in details to show that no lossy compression has happened during the process.

REQUIREMENT: Output must contain 1 stereo flat file and 1 mono flat file digitised as BWF 24 bit/96kHz as minimum, delivered from the same transfer.

REQUIREMENT: Each file must be named according to the labelled barcode on the associated disc cover,  Filename example: 400027907685-1-a-mono , specified as: barcode-recording no-side(a or b, side a always being the side with the lowest matrix number)-mono/stereo, and the digitisation report for this file must be named according to this, e.g. 400027907685-1-a-mono_report.xml.

REQUIREMENT: Delivery of wave (preservation copy) and related xml files on hard drive; possibly FTP

OPTION: Delivery of wave (autocut copy) and related xml files on hard drive; possibly FTP

OPTION: Post processing of the audio file (de-clicking etc.).

OPTION: Digitisation of each side: BWF files, 96 kHz 24 bit (preferred output: 1 mono flat and 1 stereo flat file digitised in the same process).

Logistics, safety, handling and storage

The Service Provider must handle the entire logistics process from pickup and digitisation to return of the files and discs. The Service Provider is expected to propose solutions for completion of the assignment from start to finish. It is important that all procedures are risk assessed and that the routines to the furthest possible extent take into account that the disc material is considered cultural heritage.

The Service Provider must ensure that:

  • Discs are not lost in the process or during transportation
  • Discs are not damaged in record players or cleaning machines
  • Discs are not damaged by improper handling or storage (climate requirements: <+22oC and <55%RF)
  • Discs are not exposed to inappropriate changes in climate conditions, shock, etc.
  • Discs are secured against theft and weather
  • Data exchange between SB and the Service Provider is secure
  • A backup of data is kept for at least 30 days after delivery, so that a full re-delivery is possible.


A fixity check must be conducted before delivery of the files and the checksum files must then be delivered together with the digitised files.

The digitised files are to be delivered to SB either on hard disks or via ftp on 1 December 2015 at the latest. SB must notify the Service Provider on approval/rejection of the delivery before 7 December 2015. An invoice cannot be issued until SB has approved the delivery.

The digitisation and delivery must be carried out before 1 December 2015 and all costs be invoiced before 15 December 2015. If SB does not receive the data and metadata files related to the digitisation before 1 December 2015 the remuneration of the Service Provider will be reduced by 10%.

If SB does not receive the data and metadata files related to the digitisation of one or more media types before 20 December, the remuneration of the Service Provider will be reduced by 20%, and SB reserves the right to withdraw from the contract.


Time limit for receipt of tenders: 8 October 2015, at 12:00 CET
Delivery of files: 1 December 2015
Return of discs: 15 December 2015

Contact information

Jette G. Junge
+45 8946 2054
Victor Albecks Vej 1
8000  Aarhus

Questions and answers

Q: What is the play length of the discs, what size of discs can we expect and what are the discs made off?
A: Typically between 3 and 4 minutes per side for 10” (most of the records are 10”) and 5 to 6 minutes for 12” discs

Q: Is information available about the labels?
A: Yes - they are commercial shellacs

Q: The covers seem to be barcoded, are the labels also barcoded?
A: Only the cover is barcoded, but there is another unique number on both cover and label

Q: Can you please elaborate on the term ‘Auto cut copy’?
A: An autocut copy is a distribution copy, which has been cut so that superfluous seconds in the beginning and end of the recording are removed.