Provision of Licenses, Maintenance and Support of the HPE Content Manager Software for Archives ...

The Economic Commission for Africa (ECA) was established by the Economic and Social Council (ECOSOC) of the United Nations (UN) in 1958 as one of the UN's five regional Commissions to promote the economic and social development of its member States, foster intra-regional integration, and promote international cooperation for Africa's development. In implementing its mandate, ECA generates and receives vast amounts of information and records both in print and digital formats, which must be managed throughout their lifecycle⸺from creation/capture, maintenance and use, disposition and archiving⸺to ensure improved governance, increased accountability and transparency, and promote best practices and institutional learning. As a component of knowledge management, records management also enforces the preservation of institutional memory and facilitates efficient decision-making and risk management. ECA's archives and records management function is guided by the Secretary-General's bulletin ST./SGB/2007/5 of February 2007, which requires all UN offices to institute a framework for managing records throughout their life cycle. In implementing this requirement, ECA started implementing an archives and records management program in 2011 to provide an institutional framework for managing administrative records regardless of media throughout their lifecycle. It involved setting up a records management system for managing paper, electronic and email records – the HPE Content Manager (a.k.a TRIM). The system requires continued maintenance and support to sustain the program, including new licenses for new onboarding users. Hence, KMSS is seeking a vendor to provide maintenance and support services. The duration of the Assignment is for five (5) years. - The scope of the Assignment is to: a) Provide User Licenses for the HPE Content Manager whenever required and specified by the client during the contract. b) Provide maintenance and support services for the existing software. c) Provide support in installing software upgrades and integration with third-party applications. - The Existing Software and Licenses ECA procured ARM software (HP-TRIM 7.3) to manage physical, electronic, emails and archival records. The software was upgraded to HP Records Manager 8.3 in 2015, HPE Content Manager 9.1 in 2017 and HPE Content Manager 9.4 in 2021.