TOR for Software Development for Digital Archiving for Poverty ...

Scope of WorkforService for scanning office documents including development andinstallation of digital documentation software Poverty Alleviation FundBackgroundPoverty Alleviation Fund (PAF) has been working in 40 regular districts of Nepal withmultiple stakeholders and target communities. PAF is considering to install DigitalDocument Archiving System (DDAS) in order to ensure better document management.Accumulation of papers such as contract documents, progress reports, etc at PAF since last 6years from Community Organisations (COs) and Partner Organisations (POs) has occupiedmore space than the staff. Each file contains an average of 150 pages. Till February 2012,PAF has 20,000 COs and 400 Pos. Simple arithmetic calculation of papers accounts to over3 Million pages. It keeps growing with the increasing number of COs and Pos and theirreporting at PAF. This is taking excessive workload and person-hours. It has huge financial,environmental and professional implications.The office space is costly and it takes lots of logistics cost to maintain the paper documents. Itis also creating clumsy work environment. It takes lots of time and efforts to retrieve neededdocuments from piles of files.The digital archiving system is also a practical solution for keeping documents intact forfuture use. The system will improve information management and document handling acrossthe organization with easy access, data archive and retrieve with ease.ObjectiveThe main objective of the proposed project is to improve efficiency and productivity indocument and information management at PAF. Specific objectives include:• To digitize all the document related to contract management with POs and COs• To digitize all the documents of the office• To install systems for document archive and retrieveRequired Systems and ServicesThe digitization service will be outsourced on a competitive basis. The service provider hasto provide following services• Conduct needs assessment for system including hardware and software• Develop and install Software for Digital Archiving System• Install system for data security and encryption of archives• Provide digitization service of present PO and CO files and other office documents• Digitization/ Imaging service for ongoing projects• Developing operating manuals and training to PAF staffs• Feeding of Meta-data and other necessary information in DAS retrieval software.Specific Output/Deliverables expected from Service ProviderDuties and responsibilities of the proposed consulting firm will include but not limited to thefollowing:• Develop Software for Digital Archiving System (DAS)

• Create Digitized Documents (all non-computerized PO and CO files)• Meta-data to provide access to the digitized record through DAS• Security and Encryption modulation at DAS• Secure connectivity provision for queries in database of digitized documents foronline and offline both modes.• Installation of all requisite components of developed system along with relevant dataon this hardware.• One copy of software system and other record for back-up purposes.• User Manual for the ADS• Backup support for one year after completion of the project.Duration of Service:The duration of the service will be upto 15 July 2013. The detail schedule of deliverables andmain activities of the project are presented in the table below:Error! No text of specified style in document..1Sn Activity Key Steps/Deliverables Duration1. Needs Analysis for • Software Requirement 1 weekSoftware Development Analysis for RetrievalSystem2. Software• Development of software 4 weeksDevelopment • Testing of Software3. Digitization of ManualRecord & Feeding ofMeta-data4. Validation of Data andDocuments5. Training & FinalTesting of the System• Digitization of Manual filesof POs (x no. of files)• Digitization of Manual filesof COs (x no. of files)• Validation of Data throughtesting and various reports• Testing of Digitized data(documents) throughPrinting• Training of PAF staff to usethe equipment and software• Run Time Testing of System6. Final Report • Manual on Digital ArchivingSoftware System• Report on digitized files ofPOs and COs• Training Report on DigitalArchiving Software System8 monthsParallel to activity no. 3)1 week (immediate aftersatisfactory result ofactivity no. 3)1 month aftercompletion ofwhole task

Specific input to be provided by Client.The service provider will use its own infrastructure and facility for scanning works. This shallinclude, but is not limited to Computers, UPS, Office space etc. for document scanning. Thespace and furniture (table, chairs, etc.) for setting up the infrastructure as well as the powerconnections will not be provided by employer. However, PAF shall provide required officespace and raw electric power to documents that need to be scanned in PAF premises due tosecurity or confidentiality related reason and it will be the responsibility of the serviceprovider to arrange for all other requirements.