Data Archiving Consultancy

Objectives:

The primary objectives of this consultancy are to:

• Develop a structured and comprehensive archive of LUPD's history, products, and events across all relevant sectors and folds.
• Establish clear processes and guidelines for the ongoing maintenance and updating of the archive.
• Recommend a suitable system or platform for storing and accessing the archived information, considering the organization's current resources and future needs.
• Ensure the archive is organized in a manner that facilitates its effective use in developing and implementing communication strategies.

Scope of Work:

The consultant will be responsible for the following tasks:

• Inception Meeting and Work Plan: Conduct an initial meeting with the designated follow-up persons to understand the organization's specific needs, expectations, and available resources. Develop a detailed work plan and timeline for the project.
• Data Collection Strategy: Develop a comprehensive strategy for identifying, locating, and collecting relevant historical data from various sources within the organization. This will involve collaborating with the designated follow-up persons and potentially other staff members.
• Data Inventory and Assessment: Conduct a thorough inventory of existing historical materials, including but not limited to:
  • Documents (reports, publications, correspondence, etc.)
  • Photographs and visual materials
  • Audio and video recordings
  • Marketing and communication materials
  • Event records and materials
  • Website content and digital assets
  • Oral histories or interviews (if feasible and deemed valuable)
• Archiving Framework Development: Design a clear and logical framework for organizing and categorizing the collected data. This framework should consider:
  • Chronological order
  • Thematic areas (e.g., specific projects, products, events, sectors)
  • Organizational structure and folds
  • Keywords and tags for easy search and retrieval
• Data Organization and Initial Archiving: Organize the collected data according to the developed framework. This may involve physical and/or digital organization, depending on the nature of the materials and the chosen system.
• Indexing terms Development: Define and implement consistent keywords for searching for describing each archived item. This will ensure efficient search ability and retrieval of information.
• Platform Recommendation (if applicable): Research and recommend suitable digital archiving systems or platforms (considering factors like cost, user-friendliness, scalability, and integration with existing systems). This may include open-source solutions, cloud-based platforms, or existing organizational systems.
• Archiving Process and Guidelines: Develop clear and practical guidelines and procedures for the ongoing process of adding new materials to the archive and maintaining its integrity. This should include roles and responsibilities for different staff members.
• Recommendations for Communication Strategy Integration: Provide specific recommendations on how the newly established archive can be effectively utilized to support the organization's communication strategy. This could include identifying key historical narratives, potential content for different communication channels, and strategies for leveraging the archive for public relations, marketing, and stakeholder engagement.
• Training and Knowledge Transfer: Conduct a training session for designated staff members on how to use the archive, follow the established guidelines, and ensure its ongoing maintenance.
• Final Report: Prepare a comprehensive final report summarizing the work undertaken, the developed archive framework, the recommended system (if applicable), the established processes and guidelines, and recommendations for communication strategy integration.

Deliverables:

The consultant is expected to deliver the following:

• Detailed work plan and timeline.
• Comprehensive data collection strategy.
• Inventory and assessment report of existing historical materials.
• Clearly defined archiving framework and categorization system.
• Organized and initially archived data (physical and/or digital).
• Defined indexing terms schema.
• Recommendation report for a digital archiving system/platform (if applicable).
• Documented archiving process and maintenance guidelines.
• Report with specific recommendations on integrating the archive into the communication strategy.
• Delivery of a training session.
• Comprehensive final report.

Methodology:

The consultant is expected to employ a participatory and collaborative approach, working closely with the designated follow-up persons and other relevant staff. The methodology may include:

• Document review and analysis.
• Individual and group meetings/interviews with key stakeholders.
• On-site visits to relevant organizational locations (if necessary).
• Desk research on best practices in archiving and digital asset management.
• Development of practical and user-friendly systems and guidelines.

Timeline:

The estimated duration of this consultancy is 2 months, commencing on May 2025. A detailed timeline with specific milestones will be agreed upon during the inception meeting.

Reporting and Communication:

The consultant will report primarily to the media officer. Regular progress updates will be provided weekly through meetings and written reports. The consultant will also be expected to liaise and collaborate with the following designated follow-up persons to ensure comprehensive data collection and alignment with organizational needs:

• Secretary of the Board: To ensure collection of relevant board-level documents, decisions, and historical perspectives.
• Media Officer: To gather past press releases, media coverage, communication materials, and branding guidelines.
• Program Manager: To collect information related to specific projects, activities, outcomes, and impact reports.
• Executive Director: For overall strategic guidance and access to key organizational information and insights.

Required Expertise and Qualifications:

The ideal consultant will possess the following expertise and qualifications:

• Proven experience in developing and implementing archiving systems and processes for organizations.
• Strong understanding of archival principles, best practices, and standards.
• Experience in working with diverse types of historical materials (physical and digital).
• Knowledge of different digital archiving platforms and solutions.
• Excellent organizational, analytical, and problem-solving skills.
• Strong communication, interpersonal, and facilitation skills.
• Ability to work independently and collaboratively with diverse stakeholders.
• Experience in developing guidelines and training materials.
• Understanding of how archival information can be leveraged for communication and storytelling purposes.