Consultant, Digital Recordkeeping Specialist. ICTR, Arusha. Open until 31 August 2011

Terms of Reference for a Digital Recordkeeping Specialist

Objectives of the Consultancy
In order to ensure that, by the end of the ICTR’s operations, the archives and records are prepared for their hand-over to the custodian authority in compliance with established UN guidelines and best-practice archival principles, the ICTR requires the services of a consulting Digital Recordkeeping Specialist to evaluate the digital recordkeeping systems
in use throughout the tribunal and to provide guidance on the archival issues encountered in the preparation and transfer of digital information to the ICTR’s successor organization. The Digital Recordkeeping Specialist will be tasked with providing support to ICTR in preparing and making ready its digital information systems, containing records and potential archives, for transfer to the designated custodian of its archives in a
manner commensurate with current practice within the UN system and international best practice for records and archives preservation and access over time. As a result of the consultancy, a comprehensive digital recordkeeping strategic plan for ensuring the longterm viability, security and access of the archival digital information of the ICTR will be
developed.
The Digital Recordkeeping Specialist will work in close cooperation with the information management and information technology officers of the ICTR, and will also be responsible for consulting with relevant managers and adjunct staff across all of the organs of the ICTR. Within the established reporting structure, the Digital Recordkeeping
Specialist will also be responsible for liaising with other relevant stakeholders, including information management officers and consultants working for the International Criminal Tribunal for the former Yugoslavia (ICTY), to ensure the adoption of a common
approach for the management of the digital records of the two tribunals.

Within proscribed parameters, the Digital Recordkeeping Specialist may also be required to consult with information management officers from the UN Archives and Records Managements Section (ARMS) and legal officers from the UN Office of Legal Affairs (OLA) to ensure compliance with established procedures.

As a result of the consultancy, the specific technical requirements for the implementation of a comprehensive digital recordkeeping strategy for the records and archives of the ICTR will have been identified, and a concrete plan for the implementation of the
strategy will have been developed. The strategic plan must be in compliance with UN policies and procedures and internationally recognized archival principles take into consideration the specific capacity and requirements of the ICTR and the future designated custodian of the archives of the tribunal. The strategy will lay the groundwork
for the development and implementation of a digital recordkeeping policy for the future management of the digital records and archives of the tribunal.

International Criminal Tribunal for Rwanda
Tribunal Pénal International pour le Rwanda
Arusha International Conference Centre
P.O.Box 6016, Arusha, Tanzania - B.P. 6016, Arusha, Tanzanie
Tel: 255 57 4207-11 4367-72 or 1 212 963 2850 Fax: 255 57 4000/4373 or 1 212 963 2848/49

Activities and Phases of the Consultancy

The consultancy will be conducted in three phases:

1. A comprehensive inventory of the digital recordkeeping systems and
unstructured digital information of the ICTR

2. An assessment and appraisal of the digital records and recordkeeping systems in place across the Tribunal

3. The identification of the digital recordkeeping requirements of the
International Residual Mechanism for the Criminal Tribunals (IRMCT),
which will be charged with the future maintenance, preservation and
accessibility of the archives of the ICTR and the ICTY.

Phase 1 – Digital Records and Recordkeeping Systems Inventory:
Phase 1 of the consultancy will be comprised of a comprehensive inventory of the digital recordkeeping systems in use across the ICTR. During phase 1, the Digital Recordkeeping Specialist will consult with relevant internal stakeholders, including information management and information technology officers of the tribunal, and the ICTR’s Information and Communication Technology Steering Committee, to evaluate the technical aspects of the
digital recordkeeping systems in use. The digital records and recordkeeping systems inventory will include a business process survey to evaluate the use of information in digital format throughout the tribunal and an inventory of the types of digital records created or received by the tribunal in the course of its business activities. Consultations
with relevant managers and adjunct staff will be required as a part of the business process survey. Specific activities to be conducted within the framework of the digital records and recordkeeping systems inventory include:
• Conducting an inventory of the records in digital format maintained across all offices of the tribunal
• Conducting a comprehensive review of existing digital information systems
tribunal-wide, including both structured and unstructured data
• Conducting a survey of the business practices and use of information in digital format across the tribunal

The digital records and recordkeeping systems inventory will require the full documentation of the existing systems, including details of software, technologies, recordkeeping functionality and information security protocols.

Phase 2 – Digital Information Appraisal and Recordkeeping Systems Assessment:
Based on the information obtained during Phase 1, the Digital Recordkeeping Specialist will conduct a high-level appraisal of the digital information maintained across the offices of the ICTR for the purposes of identifying those which must be captured in the digital
recordkeeping system of the IRMCT. Phase 2 will also entail a technical assessment of the digital recordkeeping systems in use across the ICTR for the purposes of evaluating their compliance with UN-established functional requirements, suitability for transfer to the IRMCT and/or the feasibility of data migration to the digital recordkeeping system of the recipient institution charged with responsibility of preserving the archives of the
tribunal. Specific activities to be conducted within the framework of the digital information appraisal and recordkeeping assessment phase of the consultancy include:

• Conducting a preliminary appraisal of the structured and unstructured data identified as a result of the inventory for the purposes of identifying duplication across systems and offices
• Assisting in the mapping of UN-established business classification and
retention policies to ICTR’s digital information systems in order to identify those that need to be prepared for transfer, those which can be eliminated at end of mandate and those which can be destroyed immediately
• Evaluating the digital records management systems in place and developing
concrete proposals for operational and technical enhancements
• Developing a migration strategy, in accordance with best practice principles and established UN procedures, to ensure the long-term preservation of the digital archives of the ICTR

Upon completion of phase 2 of the consultancy, the Digital Recordkeeping Specialist will be required to submit an Appraisal Report detailing the findings of the inventory,
business process survey, digital information appraisal and recordkeeping systems assessment.

Phase 3 – Needs Assessment of the for the Digital Recordkeeping Strategy of the ICTR:
Based on the information contained within the Appraisal Report, the Digital
Recordkeeping Specialist will conduct a needs assessment for the development and implementation of the digital recordkeeping strategy for the ICTR. The objective of the needs assessment is to identify the procedural and technical requirements and the
regulatory framework for the establishment and implementation of a comprehensive and compliant strategy for the management, preservation and accessibility of the digital information of the ICTR in preparation for the transfer of this information to the IRMCT.
The needs assessment will also identify the equipment and infrastructure requirements for the storage of the digital records and archives of the tribunal. The needs assessment will lay the groundwork for the establishment and implementation of a strategic plan for
preparing the digital records maintained in diverse systems within ICTR for integration into the digital recordkeeping system of the IRMCT and for the development of a comprehensive digital recordkeeping policy for the IRMCT. During this phase of the consultancy, the Digital Recordkeeping Specialist will be required to consult with internal and external stakeholders, including representatives from the ICTY, to ensure
that the requirements of both tribunals are identified and the way forward is harmonized.

Specific activities to be conducted within the framework of the needs assessment include:
• Developing a strategic plan for the transfer of the ICTR’s digital information of archival value to the IRMCT
• Identifying the IRMCT’s requirements for digital recordkeeping, and assessing the tribunal’s current capability for digital recordkeeping in relation to those requirements
• Providing guidance on the implementation of the secure disposal of those
records which can be destroyed immediately and of those which can be
eliminated at end of mandate
• Assisting with the development of a vital records programme
• Providing conrete recommendantion on the development and implementation
of a digital recordkeeping policy.

The results of the needs assessment will be compiled in the consultant’s final report.

Timeframe
The envisioned start date of the consultancy is 15 September 2011. The consultancy will be completed in a four-month period, with six weeks devoted to each of the first two phases of the consultancy and four weeks devoted to the final phase. All three phases of the consultancy will be conducted on-site, in Arusha, Tanzania. The final consultancy
report shall be submitted to ICTR management one month after the completion of the four-month consultancy.

Deliverables
The successful completion of the consultancy will be dependent upon the delivery of the following:
• At the completion of phase 2, three months after the commencement of the
consultancy, the Digital Recordkeeping Specialist will be required to submit a Digital Information Appraisal Report, which shall include the following:

􀂃 The results of the inventory and business process survey
􀂃 The identification of potential areas for improvement in the management of information in digital format maintained by Tribunal for the purposes of enhancing operational efficiency
􀂃 A report on the application of business process and retention policies to the records of the ICTR and recommendations for the way forward in the continued implementation of these policies
􀂃 A strategic plan for the secure and appropriate disposition of the
digital records of the ICTR

• One month after the completion of the four-month consultancy, the Digital
Recordkeeping Specialist will submit the final consultancy report, which
shall include:
􀂃 An explanation of the consultant’s methodology
􀂃 Review of the recommendations for enhancements to digital information management procedures
􀂃 A report on the progress made in the appropriate disposal of the
digital records of the ICTR
􀂃 Recommendations for the marking and management of sensitive
digital information
􀂃 Recommendations and a concrete way forward in the migration of data for the purposes of long-term preservation of the archival records, including recommendations for specific software systems to be used
􀂃 Recommendations for data storage systems and infrastructure enhancement requirements for the preservation of digital archives
􀂃 Recommendations for enhancing the accessibility of the unclassified information of ICTR maintained in digital format
􀂃 A concrete plan for the implementation of a digital recordkeeping strategy for the ICTR

The findings of the final consultancy report will be used to inform the development of the digital recordkeeping policy of the IRMCT. The digital recordkeeping policy will be developed in compliance with established UN policies and recognized archival best practice procedures, and will take into consideration the digital information maintained
by both the ICTR and the ICTY.

Requirements for Consideration
Candidates who meet the following requirements will be considered for the consultancy:
• Advanced university degree with specialization in archival or information
science, information systems, or systems analysis and design.
• At least five years of progressively responsible professional experience in modern archives, recordkeeping and/or information management functions.
Experience must include information management and preservation of digital
information, with emphasis on migrating and maintaining digital records and
archives and familiarity with storage media formats, preservation, migration management and digital multimedia formats.
• Knowledge of UN archives management, recordkeeping and information
management policies.
• Strong understanding of databases and applied knowledge of a variety of
digital content formats and standards in relation to digital preservation and access.

The selected consultant will possess highly developed conceptual, analytical and innovative problem-solving skills and a demonstrated ability to handle complex business
process and information integration issues. The consultant must possess the ability to establish priorities and to plan, coordinate and monitor own work plan and to write in a clear and concise manner and communicate effectively orally. The consultant will be required to prepare reports, formulate positions on issues, articulate options concisely to convey the maximum necessary information, and defend his or her recommendations.
Prior experience as a digital records consultant is desirable.

Format for the submission of proposals
All bid proposals shall be presented in the following manner:
• Description of Proposed Services and Activities: Describe in detail the
proposed approach to the consultancy, including all activities anticipated.
• Cost Proposal: The proposals will include a price quote for services rendered based on the description of services and activities, including the proposed consultancy fees.
• Other Concessions Offered: The proposal may include added services that
have not been included in the Terms of Reference. Although this is optional, credit will be given if, in the view of the ICTR, these services add value to the activity.
• Proposed Personnel: The proposal must include a comprehensive Curriculum
Vitae (CV) of the consultant.
• Professional References: The proposal must include two professional
references from individuals or companies for whom the candidate has provided similar services.

Deadline for Submission of Proposal: The deadline for submission of proposals is 1700 hr. East Africa Time, 31 August 2011. Proposals may be submitted by post or electronically to the following address:
Ms. Martha Hunt
Chief, Judicial Records and Archives Unit
Court Management Section
International Criminal Tribunal for Rwanda
PO Box 6016
Arusha, Tanzania
Email: hunt3@un.org