Objectives

The primary objective of this tender is to procure off-site storage services for SASSA's records over a five-year period. The project aims to establish a secure, efficient, and compliant records management system that includes storage, retrieval, scanning/digital conversion, and destruction of physical records, ensuring proper management and preservation of social security records.

Scope

The scope of the project encompasses:

• Initial Phase: Setting up the service provider’s premises for records storage and management.
• Ongoing Phase: Providing secure off-site storage for approximately 4,000 boxes of current and future records, including retrieval, movement tracking, and management of records throughout their lifecycle.
• Maintenance Services: Ensuring records are traceable within 24 hours, with retrieval and movement monitored to prevent loss or damage.
• Destruction Services: Managing the secure destruction of records as per approved destruction lists, issuing destruction certificates, and ensuring compliance with relevant standards.
• Locations: Services will be delivered to specified addresses in Cape Town, including local and regional offices.

Technical Requirements

The technical requirements include:

• Provision of secure off-site storage facilities meeting standards prescribed by NARSSA and SASSA.
• Ability to trace and track records within 24 business hours.
• Capacity to retrieve records at box level for various projects such as scanning, destruction, or audits.
• Compliance with the National Archives and Records Services of South Africa regulations.
• Proper documentation and certificates for record destruction, including destruction certificates issued by the service provider.
• Adherence to confidentiality, data security, and confidentiality protocols.
• Provision for the collection and delivery of records to specified addresses.

Skills and Skills Requirements

The successful bidder must demonstrate:

• Experience in records management, including storage, retrieval, scanning, and destruction services.
• Knowledge of and compliance with South African records management legislation and standards (e.g., NARSSA).
• Capability to provide secure, environmentally controlled storage facilities.
• Ability to manage record movement, tracking, and accountability efficiently.
• Provision of qualified personnel trained in records handling, confidentiality, and security protocols.
• Technical capacity to handle digital conversion and long-term preservation of records.
• Proven track record in managing similar projects for government or large organizations.