Objectives

The primary objective of this tender is to appoint a service provider to implement a Records Management, Archiving, and Tracking System for the South African Broadcasting Corporation (SABC) for a period of three (3) years. The system aims to facilitate accurate indexing, capturing, and retrieval of documents in accordance with the South African National Archives Indexing Methodology, ensuring continuous and correct records management, and enabling efficient tracking of archived files and documents.

Scope

The scope includes:

• Implementation of a comprehensive records management, archiving, and tracking system.
• Migration and conversion of all existing data on SABC servers into the new system.
• Incorporation of SABC File plans and sub-type folders within the system.
• Barcode creation, linking, and printing for documents, boxes, and locations.
• Tracking all archive boxes and file movements, including origin, destination, user, date, and time.
• Enforcement of authorization and authentication rules.
• Provision of reporting, lookup tables, and fast record location features.
• Audit functionalities with automatic user activity logging.
• Import capabilities from scanners and upload of archived documents/boxes.
• System to be Windows-based, multi-user, and network-ready.
• Provision of licensing details (perpetual or subscription-based).
• Provision of backup, recovery, and user management features.

Technical Requirements

The technical specifications include:

• Migration of all data into the new system with data conversion capabilities.
• Integration of SABC File plans and sub-type folders within the system.
• Barcode generation for documents, linked with location and box barcodes, printable on adhesive paper.
• Enforcement of security protocols including authorization and authentication.
• Tracking and recording of all archive box and file movements with detailed logs.
• System flexibility to add new fields and generate additional reports without major programming costs.
• Inclusion of lookup tables, fast record location, and various reporting functionalities.
• Audit trail with automatic user activity logging, date, and time stamping.
• Unique reference numbers for each data entry; restriction of deletion rights to admin users.
• Searchable data entries with retrievable linked documents.
• Import from scanners and upload of archived documents/boxes.
• Capability to detect duplicate documents.
• Licensing model (perpetual or subscription-based) clearly indicated.
• Full reporting, user management, backup, and recovery features.

Skills Requirements

The bidder must demonstrate:

• Extensive experience in providing Records Management, Indexing, Archiving, and Tracking systems, supported by a company profile and reference letters.
• Proven ability to convert and migrate existing data into the new system.
• Knowledge of implementing national archive file plans and managing system integration with existing infrastructure.
• Technical expertise in barcode generation, security protocols, and audit functionalities.
• Capability to develop flexible systems that allow for easy addition of new fields and reports.
• Experience in deploying Windows-based, multi-user, networked software solutions.
• Ability to provide comprehensive licensing options, reporting, user management, backup, and recovery solutions.