Objectives

The primary objective of this tender is to engage a service provider capable of delivering comprehensive record management services that ensure legal compliance, data integrity, and effective handling of physical and digital records. The provider must facilitate the migration, storage, retrieval, and disposal of records in accordance with relevant legislation such as the National Archives and Records Services Act, POPIA, and PAIA. Additionally, the objective includes enhancing business continuity, safeguarding sensitive information, and providing staff training on best practices in records management.

Scope

The scope encompasses:

• Collection, storage, and offsite management of physical records.
• Provision of digital scanning, conversion, and digital record management.
• Implementation of a cloud-based multi-user Records Management System (RMS).
• Migration of records from the outgoing provider to the new system with minimal disruption.
• Regular compliance audits, reporting, and record disposal in line with legal requirements.
• Provision of staff training on record handling, confidentiality, and emergency procedures.
• Ensuring business continuity and protection against environmental damage.

Technical Requirements

The technical specifications include:

• A cloud-based, multi-user RMS with archiving, retrieval, and reporting capabilities.
• Features such as reverse capturing, retention period management, audit trail, active directory integration, and security exception reporting.
• Provision of a migration plan with timelines, risk mitigation, and validation steps.
• Compliance with POPIA, NARS inspection standards, and ISO 27001 for information security.
• Secure offsite storage with access controls, surveillance, and environmental safeguards.
• Automation of offsite functions, including record transfers and retrieval requests.

Skills Requirements

The bidder must demonstrate:

• Experience in records management system migration and implementation, supported by reference letters from clients within the last seven years.
• Qualified project lead with at least NQF Level 7 qualification in information/document management, archives, or related fields, with detailed CVs provided.
• Capability to support physical and digital records management, including scanning, indexing, and disposal.
• Proven compliance with POPIA, ISO 27001, and NARS standards, with evidence provided.
• Ability to provide staff training on best practices and emergency procedures.
• Capacity to deliver a migration plan, ongoing support, and compliance audits.