Objectives

The primary objective of this tender is to procure a service provider to digitise paper-based records of GCIS, archive non-active records, and implement an archival management system (AtoM) for a period of two years. The goal is to enhance data accessibility, security, and management efficiency, supporting GCIS’s mandate for timely, accurate, and accessible information dissemination, organizational transparency, knowledge sharing, and business continuity.

Scope

The scope of work includes:

• Configuring, implementing, supporting, and maintaining the AtoM archival system hosted within the SITA Private Cloud.
• Providing training for system administrators, records management officials, and end-users across multiple sessions.
• Assessing, planning, and executing the digitisation of paper records from specified GCIS sections, including high-resolution scanning, OCR processing, metadata tagging, and quality assurance.
• Rental and maintenance of three high-resolution scanners (two flatbed, one overhead).
• Ensuring secure transfer, storage, and management of active and non-active records, with linkage to existing GCIS systems (SharePoint Online) and the archival system (AtoM).
• Providing project management, documentation, support, and maintenance over the contract period.

Technical Requirements

The technical scope encompasses:

• Archival System (AtoM): Hosted in SITA Private Cloud, configured for managing non-active records, supporting workflow automation, metadata standards (Dublin Core), batch uploads, API integration, tagging, indexing, search, access control, and retention management.
• Hosting & Storage: Hosted exclusively within SITA Private Cloud; active records stored in SharePoint Online; non-active records stored in AtoM.
• Data Transfer & Security: Encrypted data transfer, role-based access control, audit trails, temporary sharing links, and compliance with POPIA, PAIA, and national standards.
• Record Classification & Storage: Digitised non-active records classified per GCIS file plan, stored in compliance with data protection standards, linked to metadata for seamless retrieval.
• Scanning Equipment: Rental of specified high-speed flatbed and overhead scanners with OCR, image quality controls, upload capabilities, and maintenance.
• Implementation & Support: Configuring storage, databases, system integration, security, and ongoing support for hardware/software.

Skills & Skills Requirements

The project demands a multidisciplinary team with the following skills and experience:

• Project Manager: Minimum 3 years’ experience in ICT project management, capable of overseeing the entire digitisation and system implementation process.
• Records Specialist: Minimum 3 years’ experience in archives and records management, familiar with national standards, classification, and metadata standards (Dublin Core, ISO 23081).
• Scanning Technicians: At least 3 years’ experience in physical records preparation, high-resolution scanning, OCR processing, and quality assurance.
• Metadata & Indexing Specialists: Minimum 3 years’ experience in metadata tagging, indexing, validation, and quality checks, with knowledge of Dublin Core and related standards.
• System Developer/Support: Minimum 3 years’ experience in configuring, customizing, and supporting AtoM or similar archival systems, with skills in Microsoft SharePoint Online, system integration, and security protocols.
• Trainer & Support Specialist: Minimum 3 years’ experience in user training, system administration, and technical support, capable of delivering comprehensive training sessions and producing training materials.

All team members must provide CVs demonstrating relevant qualifications, certifications, and experience aligned with their roles.