Temporary Archivist

tendersglobal.net

Procurement Process :

IC – Individual contractor

UNDP-HQ – UNITED STATES OF AMERICA

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.

This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-HQ-01086, following the instructions in the user guide.

Deadline :

05-Jul-24 @ 11:58 PM (New York time)

UNDP-HQ – UNITED STATES OF AMERICA

UNDP-HQ – UNITED STATES OF AMERICA

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