© ARCHIVE IT SERVICES LTD 2022

Records Digitization
Project Proposal –
Minerals Marketing
Corporation of
Zimbabwe (MMCZ)
2022

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TABLE OF CONTENTS
1.1 Executive Summary …............................................................................................................3
1.2 Records Survey……………………………………………………………………………....3
1.3 Observations............................................................................................................................3
1.4Recommendations……………………………………………………………………………3
1.5 Budget……………………………………………………………………………………….5
1.6 Operating Offices…………………………………………………………………………....6
1.7 References…………………………………………………………………………………...6
1.8 Conclusion ………………………………………………………………………………….7

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 1.1 Executive Summary
The project proposal seeks to outline how the entire records digitization project will be
undertaken. It also takes into account that some weeding and filing work will be undertaken
before the actual digitization exercise can be undertaken.

1.2 Records Survey

A survey of your company’s Records Management and archiving facilities was conducted in
September 2022 by Archive-It Services after having been briefed about the current digitization
needs by the MMCZ team. This exercise was carried out with a view to get background
information with regards to the digitization services which were required by MMCZ. The survey
was particular to the Msasa Branches records and how best the records could be converted into
the digital format. Based on this survey, the following observations and recommendations were
made:-
1.3 Observations
The team showed us records which cover the following departments with their corresponding
quantities:
 Public Relations 1\18 11GPs
 Procurement 1\18 64GPs
 Marketing Non Metals 1\18 823GPs
 Human Resources 1\18 466GPs
 General Managers Office 1\18 123GPs
 Finance 1\18 436GPs
 Marketing Metals 1\18 723GPs
 AGS boxes 60 Mini Jumbos
Totals 2706 GP boxes

The bulk of the records are not currently stored properly and are dusty requiring urgent
intervention before digitization can be undertaken.

1.4 Recommendations
Archive-It Services recommends that:
 The first step is the urgent movement of boxes to a more proper environment with shelving
which protects MMCZ records and information.
 Boxes need to be cleaned out of all dust that has accumulated within them through use of a
blower as well as separation of boxes belonging to different departments.
 Each set of departmental boxes need to be verified and checked for missing documents as per the
listings which were generated when the records were filed.

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  The next step would be the digitization of the important records. After digitization these physical
records can then be filed, indexed and boxed for easier management and accessibility.
 The pdf extension file format should be utilized for the digitization process as it allows high
quality output for the client.
 The selection of scanning with Optical Character Recognition (OCR) ensures the search ability
of records within their contents as opposed to relying on top level indexing.
 Top level indexing will still be applied at the goal is to mimic the physical record within the
electronic environment.
 MMCZ contacts highlighted that there is a SAP system currently being utilized which will be
used to store the records as well as allow for their accessibility after the digitization process is
complete.
 The digitization process will follow the cycle outlined below.

5. STORAGE OF DIGITISED FILE 1. DOCUMENT PREPARATION

DEPENDING ON THE STORAGE MODEL SELECTED  EACH AND EVERY DOCUMENT WILL BE
THE FILE WILL BE SAVED ON THE CHOSEN TAKEN OUT FROM THE BOX
PLATFORM.  STAPLE PINS WILL BE REMOVED
DAILY BACKUPS OF ALL SCANNED FILES WILL BE ALL ATTACHMENTS WILL BE STRAIGHTENED
DONE FOR EVERY STATION TO ANOTHER AND PREPARED FOR SCANNING
PLATFORM OR MEDIUM OTHER THAN THE  THE FORM IS FED INTO THE SCANNER
PRIMARY SELECTED STORAGE AS A DISASTER
PREPAREDNESS MEASURE.

2. SCANNING
4. INDEXING (DOCUMENT NAMING)
AUTOMATIC SCANNING OF THE DOCUMENT INTO
DOCUMENT TO BE INDEXED ACCORDING TO
PDF FORMAT.
AGREED CONVENTIONS
AUTOMATIC IMAGE ENHANCEMENT FOR
DESKEW, DESPECKLE, ROTATE, INVERT ETC BY
THE SCANNING PLATFORM (TO ENSURE A HIGH-
QUALITY OUTPUT) 4
 3. IMAGE QUALITY CHECK

MANUAL VERIFICATION OF SCANNED IMAGES

FOR QUALITY CHECK
MANUAL AUDIT OF DOCUMENTS AND PAGE-BY-
PAGE VERIFICATION TO ENSURE ALL PAGES
HAVE BEEN SCANNED

Digitisation workflow diagram

1.5 Budget
 The budget outlined is purely consisting of estimates given that there are some boxes
containing work stored in AGS boxes that we are not privy to with regards to content and
indexing used.
 There are also quite a number of files which are not boxed which required a proper setup to be
in place for their accurate assessment. As such a deviation will be found between the current
provided quote and final quote which can be availed when order has been put within the
records storerooms.
 The budget will be working with the assumption that 2706 filed boxes will be digitized as well
as an estimated 600 Gps worth of records which are not filed but placed on pallets and floors
between the 2 records storerooms. Collectively the quote will therefore be for 3306 boxes.
 All boxes will require movement to our premises for the actual scanning process and will be
returned upon completion of the exercise. Specifics as to whether all documents will be carried
at once or in batches will be discussed as we progress.
 The project timelines for the MMCZ digitization project is placed at 115 working days
including quality control with the selected top level indexing option.
 Given that top level indexing will be utilized this would translate to the cost breakdown below.
Digitization of the estimated 3306 boxes utilizing top level indexing.
Digitisation (per box ) USD$11.87 USD$39 241.73
TOTAL Excl. VAT USD$39 241.73

 The amount quoted is payable in the USD currency or at the prevailing Reserve Bank
Intermarket rate at the day of invoicing.
 All digitization projects require a deposit of at least 80% before project commencement with
20% balance payable upon project completion when all parties are agreeable that project
deliverables have been met.

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 1.6 Conclusion
Commissioning this project will present MMCZ with full digitized records which are accessible
on a platform of their choice as well as top notch archiving system that will allow even top
management to know the contents of all archive rooms via access to their digitized records hence
better control and overall records efficiency.
 The “Litmus Test” – The time taken for a records custodian to find a document should be
within ten minutes regardless of what year they date back to.

How long does it take for you to “Search” for documents? How much productive time have you
lost? What litigation expenses are you likely to face? Will Auditors have all the records at hand
when they are required? – A few of the many facts to ponder. Archive-IT Services – “We do
not Search, we find”
Should you require any further assistance or information, please do not hesitate to contact us.
Phylis Mlingwa Tendai Murove
phylis@acl.co.zw/ sales@acl.co.zw tendai@acl.co.zw /sales@acl.co.zw
+263772595597 +263772336148
04-779533/6/9 04-779533/6

1.7 Operating Offices

Archive-It Services (Pvt) is found at the following addresses:

Head Office-Harare
Physical Address:13 Lisburn Road,
Workington, Harare
Tel: +263 779 921 587
+263 4 779536/9
Web: www.aclholdings.net ,
email: sales@acl.co.zw

Bulawayo Office
16 Woolwich Road, Thorngrove, Bulawayo
Web: www.aclholdings.net ,
email: sales@acl.co.zw

Malawi Offices
P.O. Box 40410 Kanengo
Lilongwe, Malawi
Phone +265-01974130
Web: www.aclholdings.net

1.8 References
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Below is the list of some of our clients who make up the service portfolio of Archive-It Services:

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ECONET WIRELESS
Econet Park, 2 Old Mutare Road,
Msasa Harare
Tel: +263 242 -486121-6

DELTA COOPERATION
Sable House, Northridge Close
PO Box 294
Borrowdale
TEL +263 242 - 8838656/ 72

LAFARGE ZIMBABWE
Acturus Road
Manresa, Acturus
Harare
TEL +263 242 -2900710-13

MUROWA DIAMONDS
1 Kenworths Road
Newlands
Tel: +263 242 -746614-17

STEWARD BANK
101 Kwame Nkrumah
Avenue, Harare
Tel +263 242 -253275

MINERVA Zimbabwe (AON)

Northridge Park
Borrowdale
Harare
TEL +263 242 - 883878 – 80
NATIONAL FOODS LTD
10 Sterling Road,
Harare
TEL +263 242 - 753741-8

ZMDC
90 Mutare Rd,
Harare
Tel +263 242 446304 – 5