Consultancy for Electronic Documents and Records Management System 70 views0 applications

Background

Oxfam South Sudan operates in a volatile context wherein, the risk of losing data and information lose is high and very likely. Being a large operation, there is a huge amount of hard-copy records that needs to be preserved. This project is to address disaster recovery and business continuity to preserve institutional memory beyond calamities.

Purpose of the consultancy

To provide expertise and service in document and record management system (EDRMS) in accordance with Oxfam data policy as well as industry standards.

Expected outputs

· All records/documents currently in hardcopy are transformed into a digital format and can be stored in Box or Microsoft SharePoint;

· Access controls to, and structures of the digital archive are established with functionality successfully tested; and

· Achieve knowledge transfer by training designated staffs to continue with the job and, train a work group of users who will be utilizing the system.

Methodology

1. Articulate the concept and components of the EDRMS system that includes hardware components, application software and workflow design, and why they chose it over other systems (an alternative should be suggested where possible). Example; Alfresco EDRMS system
2. Provide a comprehensive solution for managing the creation, capturing, indexing, barcoding, storage, retrieval, and disposition of records and information assets of the organization
3. Supply/recommend quality hardware needed (e.g. heavy-duty scanner(s), barcode reader(s), indexing workstation, backup tape/hard drive … etc. as may be required. (Note. we already have some hardware, any additional equipment used in this project shall become Oxfam’s property.)
4. Supply a fully licensed EDRMS software, application and accessories,
5. Supply enough filling boxes for use in this project
6. Scan/digitalize all documents and records that are in hard copy
7. Test the system and prove to the Oxfam that it is working
8. Provide full documentation on how the system works and how to conduct troubleshooting
9. Declare plans for after sales service (that is very essential to sustain the service until skill and expertise are internalized)
10. Consider all costs for accommodation, meals, labor, filing boxes/equipment fright…etc., should be taken care of in the quoted costs (Oxfam will settle invoices provided thereafter)

Consultant Profile

The consultant should:

· Conversant with and abides by the General Data Protection Regulation (GDPR);

· Have a proven record in EDRMS systems deployment;

· At least three-year experience in EDRMS system business;

· Preferably works as part of a company or an established entity; and

· Understands and can independently handle the IT aspects of the work.

Application Procedure

Interested consultants are expected to send an expression of interest (Maximum 5 pages) including but not limited the following:

· Demonstrating their suitability for the tasks;

· Composition of the proposed consultancy team;

· Experience of conducting similar tasks in the past;

· Proposal of methodology/strategy to be used;

· Detailed financial proposal, including a breakdown of consultants’ daily rates; and

· List of equipment, gadgets, tools, stationery…etc.