Objectives

The primary objective of the tender is to implement a comprehensive, turnkey digitisation and records management solution for the Eastern Cape Department of Education (ECDoE). The project aims to address critical records management challenges by digitising physical records, deploying a secure electronic records management system (ERMS), automating workflows, establishing necessary infrastructure, ensuring legislative and archival compliance, and building internal capacity for sustainable operations. The overarching goal is to enhance governance, improve administrative efficiency, ensure regulatory compliance, and support evidence-based decision-making within the department.

Scope

The scope encompasses a broad, integrated programme with multiple interconnected workstreams:

• Workstream 1: Strategic Programme Governance – establishing oversight, monitoring, and evaluation frameworks.
• Workstream 2: Records Inventory, Auditing & Preparation – physical records assessment, auditing, and metadata schema application.
• Workstream 3: Digitisation & Indexing – high-volume scanning, OCR processing, metadata tagging, and quality assurance.
• Workstream 4: Infrastructure Development – Tier III data centre, secure hosting, redundancy, and compliance with ISO standards.
• Workstream 5: System Implementation – deploying ECM/ERMS, system integration, workflow automation, and support for government data standards.
• Workstream 6: Compliance & Risk Management – ensuring POPIA, PAIA, NARSSA compliance, data security, and secure disposal.
• Workstream 7: Capacity Building – staff training, certification, change management, and knowledge transfer.
• Workstream 8: Support & Sustainability – post-implementation support, SLA management, district support, and long-term system enhancement.

The project duration is 36 months with an option to extend, covering all phases from planning, infrastructure setup, digitisation, system deployment, to ongoing support and capacity development.

Technical Requirements

The technical architecture and system requirements include:

• System Architecture: scalable, secure, highly available (minimum 99.9%), interoperable, modular, and accessible in varying connectivity environments.
• Enterprise Content Management (ECM/ERMS): supporting document capture, storage, retrieval, version control, workflow, search, audit logs, and compliance with ISO 16175, ISO 15489, ISO 23081, ISO 27001, ISO 9001, and ISO 30301.
• Digitisation & Capture System: high-volume scanning (minimum 500,000 pages/day), OCR accuracy (>98%), TIFF/PDF-A output at 600 DPI, multi-language support, and metadata tagging.
• Data Centre & Infrastructure: Tier III compliant data centre with N+1 redundancy, ISO 27001/22301/50001 standards, secure hosting, environmental controls, disaster recovery site (150 km away), and robust backup and energy management systems.
• Integration Platform: support for secure APIs, data transformation, and integration with government systems like PERSAL, SA-SAMS, Financial Management Systems, SharePoint/Office 365, with standards-based protocols (REST, SOAP, JSON, XML).
• Security & Access Control: role-based access, multi-factor authentication, data encryption, tamper-proof audit logs, and compliance with POPIA, PAIA, and ISO 27002.
• Workflow Automation & System Deployment: automating HR, learner, finance, and governance processes with configurable workflows, signatures, and audit trails.
• Support for Standards & Legislation: adherence to POPIA, PAIA, NARSSA, ISO standards, and departmental policies.

Skills Requirements

The tender specifies the need for a highly qualified, experienced project team, including:

• Programme Director: minimum 10 years’ experience in large-scale digitisation and ECM projects, with project management certification (PMP, PRINCE2).
• Records Management Specialist: minimum 8 years’ experience in public sector records management, certification (AIIM, IRMS), and knowledge of South African legislation.
• Enterprise Architect: minimum 8 years’ experience designing ECM/ERMS solutions, with relevant technical certifications and systems integration expertise.
• Information Security Specialist: minimum 7 years’ experience, certifications (CISSP, CISM), with POPIA and ISO 27001 knowledge.
• Change Management Lead: minimum 5 years’ experience in public sector transformation, with certification in change management and training development.
• Support & Support Staff: skilled personnel in system deployment, infrastructure management, data security, OCR, metadata tagging, and user training.

All team members must demonstrate relevant qualifications, certifications, and proven track records in large-scale government projects, with OEM partnerships with leading ECM/KMS providers (e.g., Microsoft, ISO standards). CVs, proof of experience, and certifications are required.