Consultant to Create and Digitize a Filing System

Job description

1. Background

WWF 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.

As the organization continues to generate records, it is essential to establish a modern, structured, and digital filing system that manages both historical hard copy archives for 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.

2. Objectives of the Assignment

The overall objective is to establish a comprehensive filing system that:

Systematically organizes, classifies, and digitizes historical hard copy records.
Ensures ease of access, secure storage, and compliance with records management best practices.

3. Scope of Work

The Consultant shall:

a) Assessment

Conduct an audit of existing records, including historical archives and current filing systems.
Identify categories of documents, their volume, condition, and retention requirements.
Assess the organization’s capacity and infrastructure for digitization and e-records management.

b) System Design

Develop a classification and indexing framework applicable to historical.
Establish metadata standards, document naming conventions, and retention schedules.
Recommend or configure a suitable electronic document management system (EDMS) or digital archive platform.

c) Digitization of Historical Records

Prepare historical records for digitization (sorting, cleaning, cataloguing).
Scan and index all hard copy documents into digital formats.
Apply Optical Character Recognition (OCR) where applicable to allow text search.
Ensure secure backup and archiving of digital files.

d) Integration for Future Records

Develop procedures for capturing, filing, and storing new documents (both physical and electronic).
Introduce tools and guidelines for ensuring future documents are created, filed, and managed systematically.

e) Capacity Building

Train staff on the new filing system, including digitization processes and digital record management.
Provide user manuals and guidelines for sustainability.

f) Implementation & Handover

Pilot and refine the system based on feedback.
Deliver all digitized records, system documentation, and operational guidelines.
Provide post-implementation technical support for an agreed period.

4. Deliverables

The Consultant will deliver:

Inception Report (work plan, methodology, and timelines).
Records Audit Report (current state assessment).
Filing System Framework (classification, indexing, and retention schedules).
Digitized Historical Records Archive.
User manuals and procedures for managing future records.
Staff training sessions and capacity-building materials.
Final Project Completion and Handover Report.

5. Eligibility

Interested bidders must submit the following set of mandatory documents:

Company registration documents
Valid Tax clearance and NAPSA Certificates
Company profile with full list of directors
Three references from previous clients in similar works

NOTE: vendors must be able to provide a demonstration of the proposed system to be provided when called upon.

6. Submission

All bids containing the technical and financial proposals as well as all the mandatory documents as above should be submitted electronically (Eighter zipped in one folder or merged in ONE PDF document) VIA email to zcoprocurement@wwfzam.org no later than 17th October 2025. The email subject should read “Consultant to Create and Digitize a Filing System“