| Introduction : Country: USA Description of the Assignment:
Objectives - Review and organize existing files in accordance with UNDP’s records management guidelines.
- Digitize and securely store records needing retention.
- Dispose of records that have exceeded their retention period.
- Ensure data security and confidentiality throughout the process.
Scope of Work - Assessment and Organization: Evaluate the volume and condition of files and categorize them based on retention status (temporary vs. permanent).
- Records Sorting and Disposal: Identify and prepare files that have exceeded their retention period for disposal, ensuring compliance with UNDP guidelines.
- Digitization and Archiving: Scan and organize records that need to be retained, storing electronic copies in UNDP's official systems.
- Data Security and Confidentiality: Handle sensitive information with strict confidentiality and implement data security measures.
- Documentation and Reporting: Maintain records of disposed files and digitized documents and provide a summary report at the end of the project.
Key Deliverables
- Inception Report: Detailed work plan outlining the methodology, approach, and timeline for the project.
- Categorized Files: Organized and categorized files based on retention status.
- Digital Archives: Scanned and securely stored electronic copies of required records.
- Disposal Report: Documentation of disposed files and a final summary report.
Period of assignment/services: One Month
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.
Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org using the profile you may have in the portal. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration. | 
