TERMS OF REFERENCE (TOR)
RECORDS MANAGEMENT SPECIALIST
INITIAL PERIOD: SIX (6) MONTHS
BACKGROUND
UNICEF was established in 1949. UNICEF promotes the rights and wellbeing of every child, in everything we do. Together with our partners, we work in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, to the benefit of all children, everywhere.UNICEF has nearly 12,000 staff worldwide.
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
In this regard, UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management is positioned as the leading sub-project to be implemented in 2014-2015. At a minimum, the HR record management system will mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions would be automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP-HR, recruitment system, case management system, among others. In addition, DFAM (Division of Finance and Admin Management) will require records management for some of the documents for the processes indicated below as part of a Global Shared Services Center.
The following have been developed:
· For Human resource records:
1) A classification scheme of all HR document types
2) All required related record retention schedules
3) A document metadata standard, sufficient to manage all document/record types effectively in electronic form and to support management of paper-based documents/records as appropriate.
· The same above instruments for Finance in relation to relevant documents in the following processes that will be implemented in the Global Shared Service Center:
o Invoice processing / accounts payable
o Payments process
o Asset accounting
o Bank reconciliation
o Master data management (vendor, customer, bank master)
The output should take into account a possible wider records management undertaking for the whole DFAM in the future.
· Provide recommendations to guidance on the governance of HR documents, with an eye to “fit” these standards and taxonomy in the enterprise-wide records management initiative.
· Identify and validate system requirements to achieve HR record management business goals, provide recommendations towards the enterprise-wide records management initiative.
· Provide a recommended framework for Finance records management where the current requirements for the selected finance and master data documents will fit in.
· Provide technical evaluation criteria for the selection of a tool to support the HR records management initiative. UNICEF will use these technical evaluation criteria as part of the overall technical evaluation criteria for the future RFP for an add-on software solution in conjunction with SharePoint for the HR records management project and for the overall UNICEF record management requirements (see further explanation below).
Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Management Specialist consultancy to deliver the following:
1. Support the Implementation of HR’s Records Management project in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
2. Implement and maintain the system classification scheme, controlled vocabulary and retention schedules already developed.
3. Collaborate with IT to define and address the incorporation of lifecycle management requirements into information management systems design.
4. Establish and manage access control protocols for records management systems. Further, implement and maintain security classification framework, policies, and procedures according to records management best practices and organizational requirements.
5. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.
6. Provide any training to staff in accessing and managing records.
Qualifications
· Consultant undertaking the assignment should have a minimum of (8 years) of experience in records management.
· A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
· Certification(s) in information management. For example but not limited to ICRM, AIIM etc. are highly desirable
· Experience with implementing electronic Records Management systems. Demonstrated experience in electronic records management in a SharePoint environment is an asset.
· Experience ensuring usability and user-friendliness of records management instruments.
· Demonstrated experience in developing and implementing a classification scheme of all HR document types, record retention schedules and document metadata standard.
· Demonstrated experience in creating and evaluating records management system requirements preferably for HR record management.
· Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.
PLEASE SUBMIT THE FOLLOWING
The consultant is expected to provide a resume / CV highlighting previous engagements which meet the qualification criteria specifically those assignments demonstrating the experience in developing and implementing a records management solution including a classification scheme of all HR document types, record retention schedules and document metadata standard.
The consultant is expected to submit a price proposal to carry out this consultancy. The technical and financial proposal should be sent to UNICEF at and no later than 3 October 2014 by 5pm Eastern Standard Time (USA).