Name of unit/sector: Records and Archives Section, Conference and General Services Division
Place of Assignment: WIPO Headquarters Geneva, Switzerland
Expected duration of assignment: 5 months full-time equivalent (Possibility of extension to be determined)
1. Objective of the assignment
The Records Management Consultant will work with the Records and Archives Section (RAS), Conference and General Services Division, and the IT Enterprise Architecture Division (EAD) to strengthen the management of records and archives at WIPO in the context of an ongoing project to implement an Enterprise Content Management (ECM) system using the OpenText Content Suite. The Consultant will support the development and adoption by WIPO business units of good records management (RM) practices consistent with business needs and with a strengthened internal regulatory framework for records and archives management.
The Consultant will also support RM-related communication linked to the ECM project, and will assist RAS, EAD and the project team in consultations on relevant issues with the ECM external implementing partner.
Under the supervision of Records and Archives Section, review existing and proposed elements of the RM framework for consistency with best practice standards and with WIPO’s business needs; identify gaps and propose solutions.
Support a smooth transition to records and archives management in the OpenText ECM environment by assisting WIPO business units to develop their filing plans; to improve the management of their own records and archives; to understand the use of the OpenText ECM system for records lifecycle management; and to implement records retention schedules.
Deliverables and services will be provided in three overlapping phases.
Phase 1 – RM framework
a. Review of the following elements of the RM framework for consistency with best practice standards, with WIPO’s business needs, and ECM integration; identify gaps and propose solutions:
• The updated WIPO Records and Archives Policy
• WIPO RM Classification Scheme
• Consolidated Records Retention Schedule
• FAQs and practical guidance for publication on the Intranet
Phase 2 – ECM “subprojects”
For each business unit involved in the first three ECM subprojects (i.e. those scheduled for roll-out in 2017), the Consultant will:
a. Assist managers and records administrators to modify their filing plans consistent with business needs and with WIPO’s overall RM Classification scheme;
b. Mentor managers and records administrators on the practical application of lifecycle records management, including:
i) File new records correctly and consistently using the unit’s filing plan;
ii) Identify any business-specific classifications for inclusion in the RM Classification;
iii) Identify business-specific metadata to be added at the filing plan folder level or to individual records;
iv) Inventory existing business unit information holdings:
• identify records as distinct from non-record information;
• note security and handling requirements;
• verify the accuracy of document types listed in the unit’s records retention schedule and the inventory of items transferred by the unit to archives;
• identify records to be migrated to the OpenText Content Server;
v) Implement disposition actions, including the “Sort” action, before migration;
vi) Recommend modifications to existing records retention schedules, if needed;
vii) Monitor and report on activities, and document observations;
viii) Identify opportunities to save costs; simplify and enhance processes, systems and documentation; and recommend changes; and
ix) Identify legal, regulatory, information security, records management or software issues requiring resolution, and refer for advice or action as needed.
Phase 3 – Preparation for Organization-wide roll-out of ECM records management capabilities
a. Recommend changes in resource levels, if any, on the basis of documented observations, monitoring reports and experience gained in subprojects 1 through 3;
b. (Time permitting) assist selected managers and records administrators to modify existing filing plans consistent with business needs and the RM Classification scheme.
The ICS Contractor will report to the Head, Archive Unit, Records and Archives Section under the overall management of the Acting Director, Conference and General Services Division, and will liaise closely with the ECM project team in EAD.
5. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)
a. University degree in a relevant discipline
b. At least 6 years of relevant professional experience as a records manager or archivist in an electronic environment;
c. Knowledge of the OpenText Content Suite or similar ECM systems; and
d. Ability to communicate fluently in English.
a. Ability to communicate fluently in French;
b. Experience performing a similar role on an ECM project;
c. Experience of developing and implementing records and archives management best practices in an organization.
6. Duration of contract and payment
We expect the deliverables and services, as listed in 3, above, to be completed within 5 months (by end 2017) in line with the projected delivery of the first three ECM sub-projects by the external implementation contractor. The possibility of extending the contract will be reviewed after 3 months.
Payment will be effected on a Time Material basis with a monthly time sheet.
Applicants are requested to provide an indication of their remuneration expectations in Swiss francs.
ICS contractors fall outside the coverage of employment contracts for WIPO Staff members and are not subject to the WIPO Staff Regulations and Rules. The contractor has no entitlement to vacation or sick leave, except for WIPO official holidays, or to medical insurance or staff pension. Absences from work will be deducted from the contractor’s payment on a pro-rated basis.