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SayPro Document Management Services
South African rand (R) – ZAR
Collect all Government or Corporate Business records from the current commercial storage facility (if ) and ESWETA Head Offices located at 32 Princess of Wales Terrace, Parktown Verify the records received and compile an inventory and electronic database Secure the records in the storage facility and whilst in transit to the storage facility and the […]
Description
- Collect all Government or Corporate Business records from the current commercial storage facility (if ) and ESWETA Head Offices located at 32 Princess of Wales Terrace, Parktown
- Verify the records received and compile an inventory and electronic database
- Secure the records in the storage facility and whilst in transit to the storage facility and the Government or Corporate Business offices for the duration of the
- Develop and maintain a record management system capable of managing and tracking files and an electronic request programme, including generating statistics.
- Physically deliver and collect Government or Corporate Business files, documents, etc., to the Government or Corporate Business offices as and when requested and within the specified time frames.
- Retrieve files, and documents from the storage facility and scan them into an agreed image format and dispatch them electronically to Government or Corporate Business via a secured and encrypted network or placed on a secured database to which Government or Corporate Business has access to retrieve such electronic image(s).
- Collection:
SayPro to relocate and store over ten (10) years’ worth of documentation which includes the following types of Government or Corporate Business files, documents, records, data, etc. from the large commercial facility:
- Human Resources document
- Financial Management
- Information Technology and Facilities
- Legal Services
- Learner Agreements
- Provincial Operations
- Project Management
- Quality Assurance
- Supply Chain Management
- Research documents and primary data
2.2 Document Tracking and Management
- All documents taken on by the SayPro need verified and stored onto a “Document Management” system and a report of such provided to the Government or Corporate Business
- The Document Management system include a “tracking” function in which Government or Corporate Business records can immediately are tracked whether in the storage facility, in transit or with an Government or Corporate Business
- The nominated Government or Corporate Business representatives provided access to the management system for management
- The management system cater for various “exceptional reports”, per type, unit, individual, per day, week, month, i.e. number of files;
- In storage facility
- In transit
- At Government or Corporate Business
- New taken on
- Scanned, etc.
- The SayPro shall are to provide a weekly statistical report on activities as agreed within the contract
SayPro Storage
- The documents collected for storage need sorted and filed in accordance to the NARS approved Government or Corporate Business file plan and placed within boxes, within filing racks on shelves in such a manner that it will are easily retrieved when
- The files/documents etc. always need well-preserved and carefully handled to ensure no damage or destruction of such information. All files and boxes that have noticeable damage as a result of regular handling need replaced to prevent any further
SayPro Scanning
- All files and documents requested by Government or Corporate Business in which the physical file is not , need scanned into an Government or Corporate Business approved image file format of which the image quality is not less than the set standard of
- All files are prepared for scanning ensuring that all staples, etc. which could damage the scanning equipment or documents during the scanning process are
- The preparation phase prior to scanning is deemed the most important phase as the documents within the files need sorted into the specific approved format (sequence) and a separator page placed between the different types of pages to ensure that this is correctly positioned in the electronic file/folder before being secured onto the data
- All documents which are damaged or of which the paper is brittle need handled with special care to prevent any further damage to Documents of which the ink has faded, and written information is not clearly visible need handled with care and the scanning process adjusted to ensure that the best possible image is obtained during the scanning process.
- All scanned images and files need subjected to a quality control process in which all information is assessed to ensure acceptable quality of all images, as well as sequence of documents as per the file
- The physical documents need reassembled in the approved sequence and the file stored in the area designated into an “archive” section where scanned files are preserved and stored.
SayPro Scanning Image Format
- The documents need scanned into a secure file format in which information could not are altered or amended in any manner to ensure the integrity of such Later changes to company information should are in the same format and any new additions/transactions are located in the correct and designated electronic files/folders.
- The format consist of the following capabilities to interface with Government or Corporate Business system applications:
SayPro Electronic Repository
- The scanned image files need secured within an encrypted repository from where the electronic documents shall are retrieved as request and dispatched to Access to the Electronic Repository needs restricted to authorised officials only, and passwords need regularly changed every 30 days to secure the repository.
- A regular back-up is made of all information within the repository to minimise the loss of information in the event of a disaster within the
- Access to records and journals provided as and when
SayPro Dispatch
- The files requested by Government or Corporate Business shall need dispatched in two methods, namely the physical files which need transported to Government or Corporate Business by road and the electronic image files electronically sent to Government or Corporate Business.
- The physical files transported, as the only record which Government or Corporate Business has, need transported in an enclosed vehicle of which the compartment is always locked whilst in
- The loss of any such information is to immediately are reported to the South African Police Services as well as the Government or Corporate Business representative, to whom the official SAPS case number e. Project Management CAS 1/7/2020 is submitted with a written report and a sworn/affirmed affidavit pertaining to the circumstances surrounding the loss.
- The Document Management System display records of all files dispatched with audit trial for future reference when
- The delivery of physical files shall are in two categories, namely the “urgent” and “normal” requests in which the respective files are delivered within (2) two hours minimum and (6) six hours
- The delivery of physical files requested as “urgent” shall are on an ad hoc basis as and when and the “normal” requests at least a delivery once per
- The electronic image files requested need sent via the secure encrypted network or deposited within the electronic repository within (48) hours of the request in cases where the files have not yet been scanned and within (4) four hours where the files have been
- The electronic data shall only are dispatched via a secured and encrypted network to prevent any security breach or the integrity of the information from being
SayPro Electronic Data Disclosures
- This system should are able to give different user access levels (such as admin roles and user roles) to Government or Corporate Business scanned documents and data available for Government or Corporate Business officials and Government or Corporate Business customers to view the
SayPro Disposal of Documentation
- Government or Corporate Business has obtained formal permission from the National Archivist to dispose some of its information that it is no longer to keep record of. We therefore would require that SayPRos have the necessary facilities to ensure that information is disposed of in an orderly and environmentally friendly way, as by
SayPro Storage Facility
- Location
- The document storage facility is not further than 1 hour driving distance from the Government or Corporate Business Offices, currently located in Parktown, This, however, could possibly change during the contract period.
SayPro Storage Area
- The storage facility large enough to cater for the current Government or Corporate Business files, documents, records, etc. within the large commercial facility, as well as Government or Corporate Business offices and expansion of 5% per annum over the contract
SayPro National Archive and Records Standards
- The prescripts of the National Archives and Record Service of South Africa Act, 1996 (Act 43 of 1996) need complied with in respect of all
- The physical building structure, doors, windows, ceiling, roof, floor, air-conditioning, water pipes, electrical installations, etc. of the facility follow NARS standards in respect of being constructed of non-flammable materials and minimise possible electrical
- The positioning and location of racks, shelves, cabinets, etc. in/on which records are stored, constructed of non-flammable materials and placed in areas where the risks of fire, water, humidity, electrical and regular light exposure, as well as dust and pest damage is minimised.
SayPro Security
- Adequate physical security measures from the outer perimeter, secured windows and doors, access control, CCTV monitoring, intrusion and fire detection to comply with the MISS (Minimum Information Security Standards Policy) as approved in the cabinet on 6 December 1996.
- The premises also need to be secured using a fire suppression system that will not damage any Government or Corporate Business records, data, etc. The premises need to be safeguarded by 24-hours security guarding service controlling access in terms of the Control of Access to Public Premises and Vehicles Act, 1985 (Act 53 of 1985).
SayPro Safety
- The premises comply with the Occupational Health and Safety Act, 1993 (Act 85 of 1993).
SayPro Emergency Power
- The premises are equipped with an emergency backup power supply and an uninterrupted power supply to ensure continuity of business in the event of a power failure, load shedding, to cater for at least (4) four hours.
SayPro Security Competency
- The company, directors, and staff directly involved with the contract are subject to security screening and vetting by State Security.
- Staff directly involved need security competent and thus any person found not security intelligent will are to immediately are replaced by a protection competent
SayPro Oath of Secrecy
- All staff directly involved will sign an “Oath of Secrecy” and are bound to the Protection of Information Act, 1982 (Act 84 of 1982).
SAyPro Other
- Operating Hours
- The operating hours for the storage facility are weekdays from Mondays to Fridays between the hours 08:00 and 16:30
SayPro Insurance
- The SayPro shall have insurance, including public liability for the assets, information being under their control whilst in storage, transit, Proof of such adequate insurance provided to Government or Corporate Business at signing the SLA and are in place for the duration of the contract.
SayPro Copyright
- Copyright of all documentation, electronic data, programme, manuals, and documents produced or prepared for Government or Corporate Business in respect of this bid (including training materials) by, or on behalf of, the SayPRo, or emanating from this contract, shall vest in Government or Corporate Business. Government or Corporate Business shall have the right to adopt such forothersr.
- Any base systems, programmes, technical manuals, or adaptions developed by SayPRo, or its supplier, before this contract will are excluded from 11.3.1, above.
- The SayPRo shall not, without written consent of a duly authorised Government or Corporate Business official, use, copy, or communicate to any person such documents or information, except when strictly necessary for the purposes of the
- In addition, and without limiting the foregoing, the SayPRo shall deliver such documentation to Government or Corporate Business immediately upon expiry or termination of the
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