Records Management, Archiving & Tracking System Implementation – SABC (3 years)

The SABC Records Management Department requires appointment of a service provider to implement and support a cloud-hosted records management, archiving and tracking system (SaaS) for three (3) years. The system must record, index, archive and track SABC records and information using barcode scanning linked to storage locations within the records vault. Work includes: (1) full data migration from legacy Document Warehouse system (Windows/SQL Server) with no loss of data integrity, metadata, barcodes or audit history; (2) system configuration supporting minimum 10 concurrent users with role-based access control; (3) barcode generation with document type and sub-document type metadata, printable on adhesive paper; (4) integration with two SABC-approved File Plans (PDF documents linked to Microsoft SharePoint); (5) comprehensive audit trail recording user ID, actions, date/time for all transactions; (6) configurable workflows, approvals and routing for records management activities; (7) advanced search by metadata, barcode, file number, document type, user, location and date ranges; (8) records retention schedules and automated disposition in accordance with National Archives and Records Service Act; (9) backup, disaster recovery and business continuity procedures with documented RTO/RPO; (10) minimum four training sessions for system users and two for admin users; (11) documented SLA for support and maintenance; (12) compliance with POPIA, PAIA, PFMA and SABC information governance policies. System must be web-accessible, support Windows environments, prevent unauthorized access/modification, and enable secure data extraction in readable format upon contract exit. Licensing must be specified as perpetual, expiring or subscription-based. Located at SABC Auckland Park, Johannesburg.