Narrative Charter

a. Project purpose or justification – Digitization and off-storage of document. This project aims at
reducing paper use/generation to the barest minimum and also create more work space for the
organization. This project will reduce cost of procurement and also increase productivity.

b. Measurable project objectives and related success criteria –

objective Success
Digitization and off-site storage of all active and Digitization of 3 million records at #2.50
incoming documents compared to purchasing A4 papers. Digitization
of these records will reduce procurement cost by
60% thereby making work efficient and faster and
help protect the eco system.
Digitization of this documents will bring out
efficient and fast business process workflow.
When the documents are archived in an off-site
storage facility, it will create more working space
in the organization.
Archiving the documents in the off-storage
facility will reduce the risk of hazard like flood,
fire outbreak etc.

c. High-level requirements –

1. Reduction in paper generation by 90%

2. Reduction of paper procurement cost

3. Creation of more office in the office for more staff

4. Increase in efficiency and work output

5. Reduction of hazard risks

d. Assumptions and constraints –

1. The project will cost not more than eight million naira

2. The project should kick off by 1st of august, 2019

 3. The project should last three to four months

4. There is no enough space to accommodate much staff to carry out the project

e. High-level risks –

1. Limited space

2. Document/folder categorization

3. Availability of client staff for direction

4. New indexing method

f. Summary milestone schedule –

Implementation of Physical Archive

(off-site storage)
-Sorting/Boxing of Documents 05/08/2019 25/08/2019
-Indexing of Boxes for File Plan 12/08/2019 30/08/2019
- Move indexed boxes to SRMS warehouse 22/08/2019 30/08/2019
facility
Digitization of records
-Sorting, Scanning & Indexing of 25/08/2019 25/09/2019
3,000,000 pages of documents
-Upload of scanned documents into 28/09/2019 10/10/2019
SharePoint online
-Training on Digitization of records 15/10/2019 20/10/2019
Go-Live & Post go-live Support
-Project completion sign-off 25/10/2019 30/10/2019

g. Summary budget – P

This project to cost about eight million naira using analogous method.