Consultant on Archive Digitalization of Internal Documentation

Background

The project “Civil Society for Enhanced Democracy and Human Rights in Ukraine” (2017-2022) funded by the Danish Ministry of Foreign Affairs is a nation-scale 5-year initiative which runs from 1st April 2017 until 31st March 2022. The project aims to strengthen the capacity of civil society organizations to promote democracy and build a constructive dialogue between the government and civil society organizations which is based on citizen participation at all levels in Ukraine. It will also help develop and strengthen human rights actors to promote and protect human rights in Ukraine, and to increase the level of youth civic engagement and youth participation in decision-making processes at all levels.

In order to ensure security, reliability and authenticity of information for long term viability UNDP “Civil Society for Enhanced Democracy and Human Rights in Ukraine” project is embarking on the archiving and digitalization of an internal documentation.

UNDP records, regardless of physical form or characteristic, are the property of the organization. They shall not be destroyed or removed from originating units, except in accordance with established guidelines, or with the approval of and in consultation with management of the originating office. The Archiving and Retention Policy of the UNDP will be shared with the selected consultant and must be used as a guide when developing the system.

• UNDP records are any information, regardless of physical form or characteristic, which originate from or are received by its employees within the framework of conducting official activities;

• Files contain records originating from or received by the organization in written, audio, video, electronic all other forms;

• Records management relates to the creation, use and maintenance of current records in a systematic manner;

• Archiving deals with the preservation and maintenance of non-current records on a temporary or permanent/indefinite basis in accordance with an established retention schedule.

Duties and Responsibilities

2. MAIN OBJECTIVE OF THE ASSIGNMENT

The key objective of this assignment is to establish a systematic records/file management system which enables staff members to easily access digital archive of project records. The consultant shall develop an archive system and process all existing records, archive documentation via the digital records management system.

3. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK

The responsibilities of the Consultant on Archive Digitalization of Internal Documentation will include:

Develop a digital records management system that facilitates appropriate classification, management and utilization of files and other materials (in consultation with Civil Society Project Coordinator);

Process (scan), catalogue, archive and store the documents accordingly which would lead to the creation of an archive and records management system for the project documentation;

Hold a debriefing session with project staff on the implemented system and retrieval of documents.

4. DELIVERABLES

Deliverables/

Activities

Description

Deadline*

Deliverable #1

Development of the digital records management system that facilitates appropriate classification, management and utilization of files and other materials

The Consultant will be responsible for the following:

Conduct preliminary analysis of internal documentation (classification of project documentation) in consultation with Civil Society Project Coordinator.
Develop a digital records management system for digital archive.

Output: digital records management system that facilitates appropriate classification, management and utilization of files and other materials is developed and approved by UNDP CSDR project team.

By 10 October 2021

Deliverable #2

Processing 50% of hard copies of internal project documentation (scanning, catalogizing) and archiving via the digital records management system.

The purpose of the activity is to digitalize project documentation and add it to digital records management system developed by the Consultant.

Output: project documents are digitalized (scanned and catalogized) and archived via the digital records management system – 20000 pages. Part 1

By 15 of November 2021

Deliverable #3

Processing 50% of hard copies of internal project documentation (scanning, catalogizing) and archiving via the digital records management system and participation in a debriefing session with project staff.

The purpose of the activity is to digitalize project documentation and add it to digital records management system developed by the Consultant.

At the completion of the assignment within this TOR, the Consultant is expected to hold a debriefing session with the project staff on the implemented system and retrieval of documents.

Output: Second part of the project documents are digitalized (scanned and catalogized) and archived via the digital records management system and the debriefing session with the project staff is conducted.

By 25 of December 2021

5. MONITORING/REPORTING REQUIREMENTS

The satisfactory completion of each of the deliverables shall be subject to endorsement of the Civil Society Project Coordinator. UNDP Civil Society Project Coordinator will supervise the work of the Consultant through regular in person and e-mail/or telephone/Zoom communication. Upon request, the Consultant on Archive Digitalization for Internal Documentation shall be able to provide written or oral explanations as far as the status of the works under the present assignment is concerned.

UNDP will be the final authority to control the quality and evaluate the work. No reports, documents, communications should be published or distributed to third parties without prior approval of UNDP. Should any travel be needed for the assignment, which is not envisaged at this stage, the related costs will be covered additionally, therefore, the incumbent should not include this cost in his/her financial proposal.

Competencies

Demonstrates integrity by modelling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, ethnic, nationality and age sensitivity and adaptability;
Treats all people fairly without favouritism;
Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

6. EXPERIENCE AND MINIMUM QUALIFICATIONS REQUIREMENTS

Secondary education or university degree. No specific experience required but the experience of process documentation will be the advantage;

Strong IT skills (Word, Excel, Internet, work with office equipment);

Upper intermediate knowledge of Ukrainian/Russian, English;

Similar experience would be an asset.