1. Background
\nWWF Zambia acknowledges the importance of proper records management as a cornerstone for transparency, accountability, efficiency, and institutional memory. Currently, most records exist in hard copy form, stored in fragmented and sometimes unsecured ways, which makes retrieval difficult and poses a risk of loss or damage.
\nAs the organization continues to generate records, it is essential to establish a modern, structured, and digital filing system that manages both\u00a0historical hard copy archives\u00a0for Financial Year 2018 to 2025. To achieve this, WWF Zambia intends to engage a qualified consultant to design and implement an integrated records management and digitization system.
\n2. Objectives of the Assignment
\nThe overall objective is to establish a comprehensive filing system that:<\/p>\n
Systematically organizes, classifies, and digitizes historical hard copy records.
\nEnsures ease of access, secure storage, and compliance with records management best practices.<\/p>\n
3. Scope of Work
\nThe Consultant shall:
\na) Assessment<\/p>\n
Conduct an audit of existing records, including historical archives and current filing systems.
\nIdentify categories of documents, their volume, condition, and retention requirements.
\nAssess the organization\u2019s capacity and infrastructure for digitization and e-records management.<\/p>\n
b) System Design<\/p>\n
Develop a classification and indexing framework applicable to historical.
\nEstablish metadata standards, document naming conventions, and retention schedules.
\nRecommend or configure a suitable electronic document management system (EDMS) or digital archive platform.<\/p>\n
c) Digitization of Historical Records<\/p>\n
Prepare historical records for digitization (sorting, cleaning, cataloguing).
\nScan and index all hard copy documents into digital formats.
\nApply Optical Character Recognition (OCR) where applicable to allow text search.
\nEnsure secure backup and archiving of digital files.<\/p>\n
d) Integration for Future Records<\/p>\n
Develop procedures for capturing, filing, and storing new documents (both physical and electronic).
\nIntroduce tools and guidelines for ensuring future documents are created, filed, and managed systematically.<\/p>\n
e) Capacity Building<\/p>\n
Train staff on the new filing system, including digitization processes and digital record management.
\nProvide user manuals and guidelines for sustainability.<\/p>\n
f) Implementation & Handover<\/p>\n
Pilot and refine the system based on feedback.
\nDeliver all digitized records, system documentation, and operational guidelines.
\nProvide post-implementation technical support for an agreed period.<\/p>\n
4. Deliverables
\nThe Consultant will deliver:<\/p>\n
Inception Report (work plan, methodology, and timelines).
\nRecords Audit Report (current state assessment).
\nFiling System Framework (classification, indexing, and retention schedules).
\nDigitized Historical Records Archive.
\nUser manuals and procedures for managing future records.
\nStaff training sessions and capacity-building materials.
\nFinal Project Completion and Handover Report.<\/p>\n
5. Eligibility
\nInterested bidders must submit the following set of mandatory documents:<\/p>\n
Company registration documents
\nValid Tax clearance and NAPSA Certificates
\nCompany profile with full list of directors
\nThree references from previous clients in similar works<\/p>\n
NOTE:\u00a0vendors must be able to provide a demonstration of the proposed system to be provided when called upon.
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