| Overview : Addendum Deadline extended to 15/05/2018 BACKGROUND UNDP Ghana Country office has initiated a project aims to establish an efficient, effective and IT supported modern electronic document archiving system. The archives comprise 60,000 voluminous office files and records, projects documents, vouchers, reports, some of which are over several years old. These valuable documents are difficult and time consuming to access due to manual storage which adversely affects the ability staff to respond to key issues and to make an informed decision. ........ SCOPE OF WORK The work to be carried out entails the following:
1. Develop Documentation & Digitization Standards
The successful bidder will be expected to develop an easy-to-read standard related to electronic archive management. This document should cover the following aspects: - General document workflow and standards expected at each stage;
- Log in and log out procedures;
- Standardized guide on cataloguing documents and files for easy recognition and accessibility
- File labeling and file markers for contents;
- Procedures for conversion of documents to electronic format.
- Database maintenance.
Database Space Management, backups and recovery procedures. ....................... EDUCATION - At least a Bachelor’s degree in Computer Science, Library or Management Information Systems.
EXPERIENCE - At minimum of 5 years’ practical experience in implementation of modern documentation and archiving system and database management systems for commercial use.
- Capability to train people on the modern documentation and archiving system and database management system
- .......
HOW TO APPLY - See the Documents section above for the detailed Annex I-Terms of Reference and Submission Documents.
BID SUBMISSION INSTRUCTION: - Strictly follow the instructions indicated in the IC Proposal Submission Form uploaded hereto
For detailed information, please refer to Annex I- Terms of Reference (ToR) Important Note: The Consultant is required to have the above mentioned professional and technical qualifications. Only the applicants who hold these qualifications are advised to submit their respective bid proposals DOCUMENTS REQUIRED: The following proposals must be prepared as per the prescribed standard format indicated in the respective IC Bid Document. The Proposals shall be submitted before its deadline on April 23, 2018, via UNDP Ghana Secured mail address: bids.gh@undp.org - Technical Proposal in pdf under file name: UNDP-GHA-2018-059-IC – TP - [insert Name]
- Financial Proposal in pdf under file name: UNDP-GHA-2018-059-IC – FP - [insert Name]
Please note that these proposals shall be submitted to the designated secured email into two files but in one email unless both Files are Greater than 9MB file size EMAIL SUBJECT LINE WHILE SUBMITTING PROPOSAL: - While submitting your proposals to bids.gh@undp.org be sure your email subject line is UNDP-GHA-2018-059-IC
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