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Records Management Contractors needed (N.C.)



The North Carolina Division of Archives and History is seeking two
contractors to study the division's management of electronic records
created by state and local governments and to make recommendations on
creating outreach programs on the problems, standards, and solutions
relating to the management of electronic records.  These two contractors
may be the same individual or they may be different individuals, depending
upon the interest and qualifications of the applicants.  Each contract
requires at least two site visits, a preliminary report, and a final
report.  Separate contract descriptions are attached. Please note the
different time frames for the application processes and contracts.  All
applicants should specify on their application which contracts they are
applying for.

Request for Proposal
Part I (NC Division of Archives and History)

Contractor for North Carolina Division of Archives and History: Electronic
Records Management Program Evaluation

The North Carolina Division of Archives and  History is seeking a
contractor to study the current status of records management of state and
local electronic government records by the Division of Archives and History
and to compare and evaluate this program with other comparable state
archives and records management programs.  The contractor will make at
least two site visits to the division in Raleigh, North Carolina in order
to meet staff and examine and analyze all electronic records management
activities. In addition, the contractor will produce a final report
consisting of ten to twenty pages containing findings and recommendations.
This final report should include:

1)      Evaluation of all work to date relating to electronic records management.
        a.      SCHEDS (records scheduling database)
        b.      FAIDS (records locator and disposition database)
        c.      Source Registry
        d.      Public Database Indexing Guidelines and Recommendations
        e.      Guidelines for Managing Public Records Produced by Information
Technology Systems
        f.      E-mail Guidelines
        g.      Short-term Public Records Retention and Disposition Guidelines
        h.      Digital Repository development
        i.      SPRCS program (State Public Records Cataloging Services)

2)      Comparative analysis of the state's program with national standards and
comparable programs.

3)      Summary analysis of staff level of understanding of basic principles of
electronic record keeping; understanding of basic principles of information
systems; and recommendations on training needs . This analysis should be
based on a staff survey developed by the contractor. A preliminary report
of this analysis will be due January 2, 2001.

4)      The contractor will provide a list of prioritized recommendations for
future electronic records management initiatives by the Division of
Archives and History and the programmatic actions necessary to carry out
these recommendations.


Schedule:  The contract is expected to run from November 1, 2000, with the
final report due by March 1, 2001.

Contractor Qualifications:  Significant experience in establishing and/or
administering a statewide program for managing public electronic records.
Preferred:  prior experience in program evaluation and/or contract
experience.  Ability to communicate effectively orally and in writing.

Budget Proposal:
Proposed contract fees must be inclusive of all projected expenses
including travel, subsistence, preparation of documents, submission of
final report, and any other required fees associated with contract.

Application Process
For those interested in applying, a proposal must be submitted that
includes the following:

1)      description of experience and abilities that meet the contractor
criteria above
2)      resume
3)      sample of relevant previous work
4)      names, addresses,  telephone numbers, and email addresses of three
references
5)      description of all proposed activities broken down by on-site and off-
site work;
6)      statement of the fee required for activities described above  as well as
        total fee required
7)      schedule of payment required

Notification will be made to all applicants by October 13, 2000.

Additional Information Available
To facilitate preparation of proposals to the Division of Archives and
History, background information packets are available for each applicant.
To receive an information packet, contact Druscie Simpson at (919)
733-3952.  Additional information about the North Carolina State Archives
is available on the North Carolina Division of Archives and Records
homepage: <http://www.ah.dcr.state.nc.us.>

Proposal Deadline
Applications should be submitted to David J. Olson, Deputy Director,
Division of Archives and History, Mail Service Center 4610, Raleigh, N.C.
27699-4610, and postmarked no later than September 30, 2000 or emailed as
an MS Word attachment to dolson@ncsl.drc.state.nc.us by the same date.

Request for Proposal
Part II (NC SHRAB)

Contractor for North Carolina State Historical Records Advisory Board
Electronic Outreach Program

The North Carolina State Historical Records Advisory Board (NC SHRAB) with
financial support from the National Historical Publications and Records
Commission (NHPRC) is seeking a contractor to make recommendations on how
to conduct outreach to other state and local government agencies as well as
repositories of historical documents on the problems, standards, and
solutions relating to the management of electronic records.  The contractor
will make at least two site visits to the division in Raleigh, North
Carolina in order to meet staff and a follow-up visit to meet with the NC
SHRAB to discuss report findings and recommendations.  In addition, the
contractor will submit a final report consisting of ten to twenty pages
containing findings and recommendations.  This final report should include:
1)      Summary descriptions of standards and issues concerning electronic
records in government agencies and repositories of historical electronic
records
2)      Bibliography of published resources dealing with the management of
electronic records
3)      Possible solutions to the main problems in dealing with the preservation
        of electronic records
4)      Recommendations of the best avenues of outreach for government agencies
and repositories
5)      Plans and specifications for a NC SHRAB website
6)      Recommendations related specifically to electronic records issues
identified in the North Carolina Division of Archives and History
Electronic Records Management Program Evaluation.

Schedule:  The contract is expected to run from January 15, 2001, with a
preliminary report due April 1, 2001 and the final report due by May 1, 2001.

Contractor Qualifications:  Significant experience in establishing and/or
administering a statewide program for managing public electronic records.
Preferred:  prior experience in program evaluation, program planning, and
public relations.  Ability to communicate effectively orally and in writing.

Budget Proposal:
Proposed contract fees must be inclusive of all projected expenses
including travel, subsistence, preparation of documents, submission of
final report, and any other required fees associated with contract.

Application Process:
For those interested in applying, a proposal must be submitted that
includes the following:

1)      description of experience and abilities that meet the contractor
criteria above
2)      resume
3)      sample of relevant previous work
4)      names, addresses, telephone numbers, and email addresses of three
references
5)      description of all proposed activities broken down by on-site and off-
site work
6)      statement of the fee required for activities described above as well as
total fee required
7)      schedule of payment required

Notification will be made to all applicants by December 15, 2000.

Additional Information Available
To facilitate preparation of proposals to the North Carolina Division of
Archives and History, on behalf of the NC SHRAB, background information
packets are available for each applicant.  To receive an information
packet, contact Druscie Simpson at (919) 733-3952.  Additional information
about the North Carolina State Archives is available on the North Carolina
Division of Archives and Records homepage: <http://www.ah.dcr.state.nc.us>

Proposal Deadline
Applications should be submitted to David J. Olson, Deputy Director,
Division of Archives and History, Mail Service Center 4610, Raleigh, N.C.
27699-4610, and postmarked no later than November 15, 2000 or emailed as an
MS Word attachment to dolson@ncsl.dcr.state.nc.us by the same date.



Druscie

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