Objectives

The primary objective of this tender is to appoint a service provider capable of providing off-site storage facilities, back scanning, and digitization of DLRRD records (both offsite and onsite) for the Department of Land Reform and Rural Development (DLRRD) over a period of five (05) years. The aim is to ensure compliant, secure, and efficient records management, including storage, digitization, retrieval, and destruction, aligned with legislative and departmental standards.

Scope

The scope encompasses:

• Off-site Storage Facility: Establishing secure, purpose-built storage with access control, CCTV, fire detection, pest control, and environmental monitoring. Includes collection, transport, and delivery of records, cataloguing, indexing, and inventory management, retrieval services, and secure disposal of records.
• Back Scanning & Digitization: Conducting site assessments, preparing records (removing staples, repairing fragile documents), high-resolution scanning, applying OCR, indexing with metadata, and delivering digitized records in approved formats. Includes return and secure storage of physical records, capacity building, and ongoing support.
• Record Management & Transfer: Sorting, categorizing, labelling, macro-appraisal, and permanent withdrawal of records, including secure transfer to designated premises, chain of custody, and compliance with retention schedules.
• Disaster Recovery & Security: Implementing disaster recovery plans, security measures, fire prevention systems, and secure courier transport with GPS tracking.
• Reporting & Audit: Regular reports on activities, compliance, and inventory, and making records available for inspections or audits.

Technical Requirements

• Provision of purpose-built or suitably adapted off-site storage facilities in all nine provinces, with valid NARSSA certification or formal agreements with certified partners.
• Secure collection, transport, and delivery of records with chain of custody documentation.
• Comprehensive records management including cataloguing, barcode labelling, indexing, and inventory tracking systems.
• High-resolution scanning (minimum 300 dpi), OCR processing, and conversion into approved digital formats (PDF/A, TIFF, JPEG).
• Metadata capture aligned with departmental file plans and retention policies.
• Secure digital transfer, hosting, and backup solutions, with support for user access and system integration.
• Disposal management including certificates of destruction, in compliance with retention schedules and legislation.
• Implementation of disaster recovery, fire prevention, and security systems, including CCTV, fire suppression, and secure courier logistics.
• Provision of training, ongoing support, and detailed reporting mechanisms.

Skills Requirements

• Records Management Expertise: Proven experience in managing off-site storage, records cataloguing, indexing, and retrieval systems.
• Digitization & Back Scanning: Demonstrated ability to conduct high-quality scanning, OCR, and metadata capture, with relevant project references.
• Security & Logistics: Capacity to implement secure transport, chain of custody, and security protocols for physical records.
• Technical Skills: Proficiency in digital imaging, data management, system integration, and hosting solutions.
• Compliance & Quality Assurance: Knowledge of legislative standards (NARSSA, POPIA) and ability to produce audit-ready reports and certificates.
• Project Management: Ability to develop detailed project plans, monitor progress, and deliver within stipulated timelines.
• Training & Support: Capacity to train departmental staff and provide ongoing operational support.