Card index digitalization in the Institute of Macedonian Language “Krste Misirkov”

Based on Article 27 and Article of the Law on Innovation Activity (“Official Gazette of the Republic of Macedonia” No. 79/13, 137/13, 41/14, 44/15, 6/16, 53/16, 190/16 and 64/18), and regarding Rules on the organization and implementation of contests and challenges encouraging innovation in the priority areas of science and technology dated 20.01.2020, archive no. 01-514/17, Rules amending the Rules on the organization and implementation of contests and challenges encouraging innovation in the priority areas of science and technology dated 16.03.2020, archive no. 01-797/6, and the Rules amending the the Rules on the organization and implementation of contests and challenges encouraging innovation in the priority areas of science and technology dated 01.06.2020, archive no. 01-1662/5, the Management Board of the Innovation and Technology Development Fund on 23.08.2021 adopted the body text of the public call for the challenge:

Card index digitalization in the Institute of Macedonian Language “Krste Misirkov”

Digitalization of archive material is a process which continues to spread with the rise of information technologies. The introduction of digital access to documents of historical, linguistic and scientific importance enables faster and easier access to archive material by the citizens and all relevant factors.

The project design and mission is to protect the originality of the Macedonian language and actively promote thereof in line with the principles of the digital era for highly available and transmissible contents and high protection level from misuse, damage or destruction.

Hence, the project mission is expressed in two dimensions. First dimension – to create active protection via active procedure for digitalization of incomparable and original records and replication of original analogue contents (hardcopy documents) in original digital contents (digital originals) and make it actively accessible and useable in the digital era. Second dimension – passive protection of all types of risks which may damage or destroy the cultural heritage, by creating optical copy of the hardcopy document in form of microfilm image which will last over 500 years. 

Full protection of the sources of Macedonian language originality can be achieved by replicating the originality of all sources in three different forms: hardcopy, digital and microfilm and save them in different locations, thus achieving the highest protection level and eliminating any possibility for damage and/or destruction of the sources of the Macedonian language and identity as national and world cultural heritage.

Each entry of the card index has the status of archive material and cultural heritage of permanent value and is recorded on old paper in one and only original. The records are in non-standard formats, with approximate size of B5. The processing of the records is done within the following legal framework:

  • Initially, due to the record status as archive material of permanent value and cultural heritage of national interest, the processing thereof is under strict protection from appropriation, misuse, damage and/or destruction and such protection is regulated with the Law on Archive Materials, Law on Cultural Heritage Protection and the Criminal Code;
  • Additionally, the project aims to achieve second protection level mode pursuant to the Law on Cultural Heritage Protection in compliance with the methodology prescribed in the Rulebook on valorisation, categorization and revaluation of cultural heritage;
  • Furthermore, the procedures for digitalization and creation of electronic documents with all elements of legal validity will be conducted pursuant to the Law on Electronic Documents, Electronic Identification and Confidentiality Services.

The Fund and the Ministry of Culture of Republic of North Macedonia with this Call join the efforts for proper digitalization, preservation and archiving of card index contents of the Institute of Macedonian Language “Krste Misirkov”.

This challenge is realized in partnership with the Fund, the Ministry of Culture and the Ministry of Education and Science and with the consent of the Institute of Macedonian Language “Krste Misirkov”.

The Ministry of Culture of North Macedonia participates in the total budget of the challenge with funds in the amount of MKD 5 (five) million.

The general purpose of this Call is to create innovative solutions for protection, valorisation, categorization and revaluation of the cultural heritage of the Macedonian language.

The following specific goals should be achieved with the realization of this project:

1. Protection, enhancement and promotion of the established cultural heritage i.e. Macedonian language by creating easily accessible digital original of the card indexes of the Institute of Macedonian Language and Culture, which can be actively used from any digital tool, browsed, searched, transferred from one to another carrier, migrated to new technologies and actively used for scientific and research purposes or for the purpose of recognition and promotion of the Macedonian language worldwide;

2. Creation of digital form and copy of the original (microfilm) of each record from the card indexes of the Institute of Macedonian Language pursuant to the Law on Electronic Documents, Electronic Identification and Confidentiality Services, the rulebooks and methodology for conversion and creation of digital originals;

3. Drafting a plan for management with the originals according to the risk and disaster management plans.

 The project scope encompasses nine card indexes with total fund of uniquely expressed approximate 5 (five) million records.

This project has a purpose to protect and promote national cultural heritage (goods) and all benefits from the technical and technological changes and promotions in the forms, availability and quality of the card index (collections) contents belonging to the Institute of Macedonian Language “Krste Misirkov”.

 Functional requirements

The project should consist of five chapters describing the methodology of work, processes, technology and competences used for achieving the foreseen goals.

The chapters are as follows:

  • 1.1. Presentation of the project submitter, its basic activity, technical and technological capabilities for project realization, certificates, licenses, registered status, references, spatial and staff potential for realization of project of such type and scope.
  • 1.2. Plan and Presentation of security aspects in the preparatory procedures for organization, classification, grouping and scanning preparation, regrouping and returning in the original state. Each project must clearly emphasize the active security measures in each phase of the procedures, for each form of record and at least explain:
  • Procedures in logical order, presented in flowchart;
  • Tequipment for protection and security in movement, space and time;
  • Process activities that guarantee security of carriers and contents;
  • Spatial standards for cultural heritage protection;
  • Human competences.
  • 1.3. Plan and Presentation of operating model with technological scheme for digitalization of original documents in hardcopy in non-standard B5 format, with non-standard quality (old thin/NCR paper) in large volume (more than 5 million cards). The operating model should describe the technique and technology and the process procedures for digitalization with all protective mechanisms provided with the technical and technological process. They are listed with the entire specification:
  • The most suitable scan equipment for B5, non-standard paper (old thin paper) where the protective mechanisms of the scan equipment are presented entirely and in relation with the proposed time for project realization;
  • Network connection of the equipment and protection from copying and multiplying;
  • System security of the digital storage of draft versions;
  • Process rules and schemes;
  • Space standards and schemes;
  • Time standards for digitalization performance (monthly capacity, deadline).
  • 1.4. Plan and presentation of the procedure for creation of digital originals. The project should describe the procedures for digital formatting of digital records and confirm their unquestionable originality. This is the critical point of the project, since the digital copies can be easily multiplied and copied in any system or device, and therefore the project must define the models and methods of protection of the digital original (one and only and digitally marked as such):
  • Proposed format for e-document durability;
  • Proposed elements for creation of digital original;
  • Procedure for incorporation and confirmation of originality;
  • Technical and technological platform for performing the procedure;
  • Security procedures;
  • Deadlines for conducting the procedure;
  • Delivery of the performed scope, methods and procedures.
  • 1.5. Plan and presentation of microfilming procedure for digital or hardcopy originals. The project should contain a chapter describing the microfilming procedure, equipment, disposable materials and competences and description of the expected outcome.
  • Description of document microfilming equipment;
  • Description of microfilm recording procedure;
  • Description of microfilm preservation procedure (500 year guarantee);
  • Description of the necessary resources and materials;
  • Space plan for storage of microfilm copies and User manual;
  • Time schedule for performance of the activity.
  • 1.6. Competences expressed in own human resources for project and process project management:
  • Management team;
  • Project team;
  • Special experts/expertise and certificate to be specified;
  • Number of persons involved in the project implementation;
  • Replacement management.
  1. 2. Organizational, technical and technological, spatial standards and competences

The project submitter should submit proof of possession or right to unlimited legal utilization for commercial purposes of every specified equipment, technical and technological platform, software or other form of capability and all specified competences.

  • 2.1. Proofs per points of functional requirements/equipment, software, licenses.
  • For each of the specified items from point 4, from 4.1 through 4.6.
  • 2.2. Proofs for each of the specified security standards.
  • 2.3. Proof for registered or licensed status for management, processing and storage of archive material in form of digital documents.
  • 2.4. At least one reference for digitalization of documents in large project where the scope of performed work i.e. given reference refers to digitalization of more than 5 million pages/images in one project, single or successive.
  • 2.5. At least 1 reference for performed professional service on commercial basis for document microfilming.

The implementation of the project can be up to 12 (twelve) months.

The fund may approve prolongation of the project implementation up to 6 (six) months based on justified circumstances.

Total budget in the amount of MKD 14 (fourteen) million is provided for funding projects within this Call.

The Fund provides 100% (one hundred percent) funding of the total budget intended for the project in maximum amount of MKD 14 (fourteen) million for the winning draft project.

If there are not enough quality project proposals or the conditions for financing are not met, the Fund reserves the right not to award funds.

The Public Call is intended for enterprises that can offer innovative and/or technologically advanced solutions, alone or in cooperation with institution performing highly educational i.e. scientific and research activity or other enterprise.

The competitor must be a legal entity that meets the following conditions:

  • to be micro, small or medium sized enterprise established pursuant to the Law on Trading Companies and registered in the Central Registry of Republic of North Macedonia;
  • the annual revenues of the enterprise not to exceed EUR 10,000,000 (ten million) in the previous two fiscal years according to the financial statements;
  • the enterprise to have maximum 250 employees;
  • not to be related (pursuant to the Law on Trading Companies) with other enterprise whose annual revenues exceed EUR 10,000,000 (ten million) and whose average number of employees exceeds 250 in the previous two fiscal years, except in case of capital connection with higher education, i.e. scientific and research institution;
  • there should be no bankruptcy or litigation proceedings initiated against it;
  • it should have all due liabilities on the basis of public duties and contributions settled;
  • there should be no proceedings for forcible enforcement of overdue monetary claims initiated against it;
  • not face with difficulties (enterprise facing with difficulties is enterprise not able to fulfil its liabilities from own resources or means which can be obtained from its owner/shareholders or creditors in order to prevent losses which would certainly lead to short-term and long-term cessation with the work of the enterprise without any external intervention by the providers); and
  • not have majority Macedonian ownership (50.1% or more).

If the project proposal involves the Competitor’s cooperation with another enterprise, conditions for the partner shall be the same as for the Lead Competitor.

When applying in a partnership or consortium, the main project holder is the Lead Competitor.

  • Activities foreseen in the draft project should correspond to the research and development phases i.e. technology advancement to functional and applicable model in real circumstances.

    Activities may include:

    • Solution development and test activities;
    • Regulation analysis (by identifying the need of modification/amendment);
    • Communication with potential participants;
    • Procurement or preparation of specific equipment and ICT tools related to the project implementation;
    • Solution functionality.

    The abovementioned list of activities is not limiting.

    The costs estimated in the project budget should correspond to the activities provided in the project application.

    Eligible costs for financing:


    • Gross salaries (only for the employees of the Lead Competitor). The amount of gross salaries of the employees engaged in the project should correspond to the established practices of the Beneficiary before the start of the project, reduced for the amount of potential state subsidy received on the basis of salary;
    • Purchase and/or rent equipment and disposable materials to be used in the project;
    • Research and development sub-contracting services;
    • Hiring consultants for other needs directly related to the expected project results (expertise related to innovation management, financial management, mobilization of funds and capital, business development, marketing, legal affairs, intellectual property protection, etc.);
    • Provision of quality, standardization and accreditation;
    • Office and business support (leasing business premises, overhead expenses, bank commissions, accounting services, hosting and other types of administrative expenses) in maximum amount of 15% (fifteen percent) of the total budget intended for the project;
    • Administrative expenses (bank commissions, submission of annual account for the account intended for the project, expenses for publishing public procurement announcement).

    Only costs incurred during the project in accordance with the approved Project budget and realized by the end of the project are eligible for funding.

    Costs that are not eligible for financing:


    • Salary supplements;
    • Interest or debt costs on either side;
    • Expenses and provisions for past and possible future losses or debts;
    • Coverage of losses on currency exchange and penalties;
    • Expenses for food and catering;
    • Staff recruitment costs (cost for announcements of job posting, commissions from employment agencies, costs related to candidate selection, etc.) and relocation costs;
    • Purchase of land or buildings, including renovation;
    • Cash payments from the special purpose bank account for the project;
    • Costs for consulting services provided by persons employed by the Beneficiary;
    • Export activities (expenses directly related to export of products, establishing of and working with distribution network and other);
    • Annual patent maintenance fees (except for well justified cases estimated as permissible expense during evaluation of draft projects);
    • Renting of business premises from a lessor who participates in the project activities or is a person related to the Beneficiary;
    • Costs for realization of activities that were previously financed from other sources;
    • Purchase of second-hand equipment, and
    • Value added tax (VAT) in case the awarded entity is entitled to a VAT refund.

    Only the costs incurred for activities carried out for the duration of the project, which are in accordance with the approved Project Budget and the Rules on the organization and implementation of contests and challenges encouraging innovation in the priority areas of science and technology will be considered as eligible costs.

    The Fund reserves the right to negotiate with the winners on defining the project activities and budget based on the recommendations received from the Evaluation and Selection Committee (hereinafter: the Committee), prior to the signing of the Award Granting Contract.

    In case the project is based on existing intellectual property rights, the Competitor shall be obliged, before signing the Award Granting Contract, to submit proof of the right to use the intellectual property in the form of a licensing agreement, in-kind contribution agreements, or other type of agreement confirming that the Competitor has the right to use the intellectual property on which the project results are based.

    The Fund is not liable for intellectual property rights disputes between the Beneficiary and third parties.

    All intellectual property rights and know-how that will be created during the implementation of the Project and / or as a result of the implementation of the Project belong to the Beneficiary and if applicable, the Beneficiary should protect the intellectual property rights.

The process, from the receipt of the received applications to the selection and making the final decision for selection and allocation of funds to the beneficiary/ies, consists of several steps:

  • Administrative verification of applications (whether the application is complete and in compliance with the eligibility criteria specified in the public call);
  • First evaluation of the project proposals (pre-selection);
  • Pitching i.e. presentation of pre-selected draft projects to the Commission for Evaluation and Selection (optional);
  • Selection of the best draft projects; 
  • Contract signing.

Each project proposal shall be evaluated by the Evaluation and Selection Committee, consisting of:

  • Two (2) representatives of partner institutions;
  • Two (2) experts from the area of the challenge;
  • One (1) representative of the Fund

The Committee operates on the basis of a Rules of Procedure of the Evaluation and Selection Committee that is adopted at the first meeting of the Committee.

NOTE: Upon request of the members of the Committee, the Fund shall have the right to hire experts who shall give an expert opinion on certain applications, appropriate to the area of their expertise. In such a case, the expert opinion shall be taken into account by the members of the Committee when evaluating the application.


Evaluation criteria

The main criteria for evaluating project proposals shall be:

  • Degree of innovation
  • Project team capacity
  • Project quality
  • Application/market potential;
  • Impact

The Fund reserves the right to negotiate with the winners on defining the project activities and budget based on the recommendations received from the Evaluation and Selection Committee (hereinafter: the Committee), prior to the signing of the Award Granting Contract.

The Fund reserves the right not to give award if there is a lack of qualitative draft projects or if the conditions for giving award are not fulfilled according to the rules and conditions specified in the Public Call.

The main criteria and sub-criteria for project evaluation are given in the Evaluation Table form.


When applying, the following documents must be submitted:

Project documentation (signed and stamped by an authorized representative of the Competitor, and available through the Fund’s website):

  • Properly filled in Project application template;
  • Properly filled in Project budget template;
  • Statement of the Contestant for accepting the terms and conditions of the Fund;
  • Statement for ownership – founding structure of the Contestant verified at a notary public;
  • CV’s of the key persons engaged in the project (for a maximum of five persons)

The overall documentation should be submitted in Macedonian language. The project documentation must be submitted on the forms prepared by the Fund.

The project documentation together with the CVs should be attached to the application template by clicking “Apply” button.


Public Call application deadline is 21.10.2021 by 14:00 hrs.

Only the draft projects submitted as specified above and within the given deadline shall be taken into consideration when it comes to funding.

The rules and procedures for implementation, monitoring and supervision of the project are defined in the document Правила за организирање и спроведување на натпревари и предизвици за поттикнување на иновативноста во приоритетните области од науката и технологијата  од 20.01.2020 година and Rules for supplementing the Rules for organizing and conducting competitions and challenges to encourage innovation in priority areas of science and technology from 16.03.2020 and 01.06.2020.

For all additional information you can:

The Fund will organize info events, provide free technical assistance from experts and mentor workshops in order to assist you in the course of preparation of the draft projects.

The information on these activities will be timely posted on the Fund website and on social networks (Facebook and Instagram).

Дали натпреварувачот треба да обезбеди соодветни решенија за чување на содржините и тоа физичко складирање за хартиена форма, дигитално складирање(клауд)за ел.документи и физичко скалдирање на микрофилмови или истите ќе се чуваат од страна на институтот?

Проектот не предвидува чување.  Картотеките во изворен формат и сите други формати и бенефити што ќе се создадат во проектот му припаѓаат на Институтот за македонски јазик “Крсте Мисирков“.Секој подносител на проект, во рамките на функционалните барања од проектот треба да предложи план за активна и пасивна заштита на секој од форматите, во секоја фаза од постапката до финално предавање на Институтот.


При постапките за дигитализација и создавање на електронски документи со сите елементи на правна валидност наведено е дека треба да се извршуваат во согласност со Законот за електронски документи,  електронска идентификација и доверливи услуги- Прашањето е: Дали тоа значи дека дигитализираните записи треба да се во форма PDF/A-3 и истите да поседуваат времeнски жиг и ел.потпис?

Фондот бара иновативни решенија, креативност и напредни технологии,  не ограничува никого во поглед на формати, функционалности и иновативноста. Единственото барање е тоа да биде во склад со апликативниот закон во Република Северна Македонија. „Закон за електронски документи, електронска идентификација и доверливи услуги„.Секој подносител на проект самиот одлучува во рамките на законот, каков формат ќе предложи, во склад со својот иновативен технолошки проект. Фондот ја оценува иновативноста, технолошката напредност и одржливоста на понуденото решение во склад со законите.


Дали дигиталните картотеки треба да бидат обработени со OCR техника (оптичко препознавање на карактери) со оглед дека истите се испишани ракописно што е огромен проблем при OCR обработката?

Фондот бара иновативно решение, со основно барање „достапност“ на изворите на Македонскиот јазик заради негова активна употреба и промоција. Кои и какви техники ќе предложи секој понудувач за да ја постигне таа достапност во склад со неговиот иновациски проект не е ограничено со ништо во овој повик.


Во целите на проектот имате наведено:„Заштита, унапредување и промоција на утврденото културно, односно намакедонскиот јазик преку создавање на лесно достапен дигитален оригинал од картотеките на Институтот за македонски јазик и култура, што може активно да се употребува од било која дигитална алатка, да се пребарува, прегледува, да се пренесува од еден на друг носач, да се мигрира во нови технологии и активно користи за научно истражувачки цели или цели на потврдување и промоција на македонскиот јазик секаде во светот. Каде се бара дигиталната копија да биде достапна од било која дигитална алатка, да се пребарува, прегледува, да се пренесува од еден на друг носач, да се мигрира во нови технологииДодеека во Функционалните барања имате наведено: „План и презентација на постапката за создавање на дигитални оригинали. Проектоттреба да ги опише постапките за дигитално форматирање на дигиталните записи и потврда дека нивната оригиналност не може да се спори. Ова е критична точка на проектот бидејќи дигиталните копии лесно се размножуваат и копираат во кој било систем или уред и затоа проектот мора да ги дефинира моделите и методите како ќе се штити дигиталниот оригинал (тој е еден и единствен и како таков е дигитално означен) Каде се бара дигиталните копии да неможе лесно да се размножуваат и копираат во кој било систем или уред.“ Прашањето е: Овие две барање се контрадикторни, ве молиме за дообјаснување на барањата? 

Создавањето на дигитална репродукција на оригиналот е основното барање на проектот. Како таа ќе биде заштитена е дел од иновацискиот предизвик содржан во овој повик. Вие понудувате решение со кое е јасно, која од сите можни копии кои може подоцна да се создадат е верна на оригиналниот запис.


Не е наведен начинот на индексирање на картичките, ниту на содржината на метаподатоците а се бара пребарливост.  Прашањето е: Ве молиме да неведете со колку индекси ќе треба да се индексира секојелектронски документ или со кои мета податоци ќе биде проратен секој електронски документ?

Фондот не ограничува како треба да се направи ниту една постапка. Фондот бара вие да предложите најсоодветно иновативно решение со кое истовремено ќе се постигне заштита на изворноста и достапност заради активно користење. (пребарување, пронаоѓање, користење, како функција на активна промоција).

Доколку треба да се интерпретира дел од податоците од картичките. Прашањето е: Дали Институтот ќе биде активен саоработник во тумачењето и подоцнежен контролот на внесените мета податоци односно индекс?

Институтот е составен дел од проектот, од изборот на предложен проект и имплементација на истиот.