Electronic Document and Records Management System
1.0 INTRODUCTION
The Ministry of Justice and Constitutional Affairs (MOJCA) is a custodian of key government information notably contract documents from government ministries, departments and agencies as well a multitude of administrative and court litigation records. The current manual procedures of managing this critical information resource make access and retrieval of information a slow and difficult process. This means that when information is not availed at the right time, justice is either delayed or denied. Effective management of information through the implementation of an Electronic Document and Records Management System (EDRMS) shall contribute to quick administration of justice since it is through this very information that evidence is derived and decisions are made.
MOJCA seeks consultancy services to design and develop and Electronic Document and Records Management System (Pilot) to be piloted in specific units and departments in the Ministry with a limited number of users. The overall aim of this pilot is to test the usability and feasibility of electronic record keeping based on selected information assets with future prospects of an enterprise system roll out.
2.0 OBJECTIVE
The overall objective of the assignment is to design, develop and implement an Electronic Document and Records Management System in the designated pilot area in MOJCA that will facilitate electronic record keeping, document management and fast access to information. The intent with the proposed EDRMS is to improve productivity in the workplace by assisting the team members to better execute their tasks. The following benefits are expected to accrue from the EDRMS implementation in MOJCA;
- Lower cost of document creation – documents can consume nearly 15% of an average business’ revenue;
- Improved, customized access to documents and records also avoiding issues of losing or destroying documents, or using outdated information for a decision or action;
- Faster document creation and update processes;
- Increased reuse and leverage of existing information;
- Better staff collaboration;
- Reduced cycle times in document centered processes;
- More complete regulatory compliance underpinning quality assurance procedure
- Refined managerial control and reporting;
- Enhanced document control and security;
- Improved productivity;
- Better client satisfaction by the fact that MOJCA can positively show that its information management processes are in accordance with standard practices
3.0 SCOPE
i. Carry out a detailed business assessment of the designated pilot area in the Ministry of Justice and Constitutional Affairs through analysis of the following;
organizational quick scan for information development, stake holders, enterprise information awareness, business processes, information and infrastructural maturity, information flows, people skills and organizational structure among others.
ii. Carry out a technology assessment in the pilot area by analyzing the technology requirements, future ECM technologies to be adopted and how they can be integrated; technology risk assessment, deployment time line etc
iii. Analyze the Information governance landscape in the Pilot area(s) by looking at the following; policy, documentation of the enterprise information governance documents, project roadmap and project plan, detailed business requirements, taxonomy design and metadata development.
iv. Design and develop the EDRMS specific to the user needs and functional and non functional requirements specified in the terms of reference. The design process should take into account the following; user support and operational procedures design, security design, infrastructure management process design, user collaboration conceptual design and user interface design
v. Deploy the EDRMS solution in the designated Pilot area in MOJCA with document capture functionalities aided by heavy duty scanners and dynamic capture software for seamlessly converting paper records into digital records.
vi. Design and set up an electronic mailing system integrated into the EDRMS based on Microsoft Outlook.
vii. Prepare User/ Systems Administration Manuals containing all the features of the EDRMS and its use including trouble shooting and operational guidelines
viii. Train Staff in using the EDRMS and generate the necessary reports including system trouble shooting manuals and system operations manuals. The consultant is expected to carry out formal user training for both technical and normal users upon completion of project. Training for technical users should cover maintenance, configuration, Installation and other related items
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