Objectives

The primary objective of this tender is to appoint a service provider or providers to supply offsite document storage facilities and deliver comprehensive document management services to Transnet National Ports Authority (TNPA) for a period of five (5) years. The goal is to enhance records decongestion, ensure compliance with records management legislation, improve storage security, and streamline document retrieval and reporting processes across multiple regions.

Scope

The scope encompasses the provision of secure offsite storage facilities and associated document management services in four specified regions: Eastern, Western, Central, and Gauteng. The services include:

• Provision of physical storage space that meets security, environmental, and safety standards.
• Management of records including collection, packing, cataloguing, barcoding, and tracking.
• Scanning, digitization, and electronic storage of records where applicable.
• Disposal of records in accordance with legal and regulatory requirements.
• Reporting on storage, retrieval, disposal, and destruction activities.
• Training TNPA personnel on document handling and system use.
• Back-up and disaster recovery services for electronic records.
• Transition planning for moving existing offsite records to new facilities over five years.

The detailed scope is further elaborated in Annexure B of the tender documentation.

Technical Requirements

• Facilities must be certified to store public records and comply with the National Archives and Records Service Act (Act No. 43 of 1996).
• Facilities should have appropriate security measures including access controls, fire suppression systems, and alarm systems.
• Storage environments must meet environmental standards for temperature, humidity, and fire safety.
• Systems for tracking, reporting, and managing records must be implemented, including barcode and RFID technology.
• Scanning and digitization processes must adhere to quality standards, with secure electronic storage options.
• Disposal processes must be compliant with legal requirements and include certification of destruction.
• Back-up systems for electronic records must be robust, with regular testing and reporting capabilities.
• Physical and electronic security measures must be in place to prevent unauthorized access and data breaches.
• Transition and roll-out plans must be detailed, including timelines and milestones for each region.

Skills and Skills Requirements

• Experience in managing large-scale records storage and document management systems.
• Technical expertise in physical security, environmental controls, and fire safety for storage facilities.
• Proficiency in scanning, digitization, and electronic records management.
• Knowledge of relevant legislation such as the National Archives Act and data protection laws.
• Capability to develop and implement tracking, reporting, and audit systems.
• Project management skills for transition planning, roll-out, and ongoing operations.
• Training and capacity building skills to transfer knowledge to TNPA personnel.
• Quality assurance and compliance monitoring expertise.
• Experience in managing security systems, including RFID/barcoding and access controls.
• Ability to provide backup and disaster recovery solutions for electronic records.