Description of the Assignment:
Under the overall guidance of the UNDP and the Court Administration Division (CAD), the consultant will:
1) Conduct a Needs Assessment of records management practices and procedures in Jamaican courts, identifying gaps and challenges and making recommendations for process reform. The process for conducting the Needs Assessment should be consultative and must include the following:
a. Defining an assessment methodology that involves key informant interviews among selected stakeholders within the courts, site visits and other primary and secondary research. This will include reviewing current records management policies and manuals developed for or being used by the courts and judiciary.
b. Outlining the legal and policy framework for court records management and identifying any gaps in laws or rules of court.
c. Outlining current court records management processes in illustrative flow-charts and diagrams and highlighting opportunities for automation and improved efficiency.
d. Capturing records management gaps and challenges experienced by courts at different levels.
e. Identifying records retention needs, including the legal and policy requirements for retaining case records and their implications for resource requirements.
f. Identifying appropriate technology systems for transitioning to digitized court records.
g. Compiling information on the spatial and resource requirements for the storage of both physical and digitized court records.
h. Making recommendations for modernizing court records management, benchmarked against international best practices and standards.
2) Develop a Phased Court Records Management Plan for the Judiciary of Jamaica, identifying clear steps for transitioning to an integrated, centralized, modernized and technology-enabled records management system. The plan shall incorporate:
a. Costed short, medium, and long-term strategies and actions for implementing a state-of-the-art records management system, practices, and facilities appropriate to the needs and requirements of the Jamaican courts.
b. A monitoring and evaluation framework to measure effective implementation.
3) Develop a revised Court Records Management Policy and Procedures Manual, integrating the new and updated policies, procedural guidelines, templates, and job aids necessary to implement new records management practices in courts.
Period of assignment/services:
a) The consultant is expected to be engaged for 85 non-consecutive working days over a seven-month period.
b) The anticipated start date for the consultancy is February 2024.
Proposal should be submitted directly in the portal no later than indicated deadline.
Any request for clarification must be sent in writing via messaging functionality in the portal. UNDP will respond in writing including an explanation of the query without identifying the source of inquiry.
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