© Archive It Services LTD 2019

RECORDS CENTRE SETUP PROJECT

PROPOSAL

CIMAS
 Records Management Project Proposal – CIMAS

Table of Contents
Executive Summary …........................................................................................................... ............... 3

1.0 .............................................................................................................................. Introduction 4

1.1 ........................................................................................................... Establishment and Background 4
1.2 ................................................................................................................................................... Vision 4
1.3 .................................................................................................................................................Mission 4
1.4 ................................................................................................................................................... Motto 4
1.5 .................................................................................................................................................. Values 5

2.0 ................................................................................................................ Services and Products 6

2.1 ................................................................................................................................ Operating System 8

3.0 ..................................................................................................................... Filing Job Proposal 8

3.1 ..............................................................................................................................................Preamble 9
3.2 .................................................................................................................................... Records Survey 9
3.3 ........................................................................................................................................ Observations 9
3.4 ............................................................................................................................... Recommendations 11
3.5 ............................................................................................................................................ Work Plan 12
3.6 ................................................................................................................................................. Benefit 13
5.0 ...................................................................................................................... Operating Offices 14
6.0 ................................................................................................................................ References 15
7.0 ................................................................................................................................ Conclusion

© Archive It Services LTD 2019

 Records Management Project Proposal – CIMAS

Executive Summary
The preceding project proposal seeks to achieve the following;

 Design a proposed setup for the records centre for CIMAS

 Propose equipment for the records centre to allow for effective storage of their
records.

 Increase overall efficiency and effectiveness of CIMAS through establishment of a

proficient system for storage, management and use of their records.

1.0 Introduction

1.1 Establishment & Background

Archive-It Services is a Private Limited Company which was incorporated in 2002, with the
passion that the director had for warehousing he saw the need to do warehousing and
custodianship for both records and general warehousing. Archive-It Services operated in
Willowvale and after the buying of it the Director saw the need to move from Willowvale to
Msasa storage centre. In 2007 Archive-It services joined in with Custodial and Lacho to form
ACL Holdings. Due to the growth and expansion of business operations, in 2011 Archive-It
Services moved its operations from Msasa to Workington business area. This 4,100m2
current purpose built Records Centre, boasts of its large capacity to hold records for over 70
Clients, with top notch preparedness plans in place.

1.2 Vision

Establishment and maintenance of a business empire with a lasting legacy, offering

unparalleled professional service in the areas of Document Handling, Document Storage,
Document Management

1.3 Mission
We are driven by insatiable appetite for unparalleled continental dominance in our area of
expertise resulting in the creation and enhancement of value added service to all our clients.

This is to honestly serve the needs of our valuable clients by providing tailor made solutions
to on/offsite document sorting, records indexing, archiving boxes, and supply of printed
index list, retrieval and destruction of expired records.

 Safety and confidentiality has been the top priority to our clients.

© Archive It Services LTD 2019

 Records Management Project Proposal – CIMAS

 Management and employees have a unique nature of character and are sorely
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responsible for their actions.

1.4 Motto
“We do not search, we find!”
This governs all our operations in how our service is fast, easy, convenient and accurate
where Records Management is concerned.

1.5 Values
We are governed by the following values as we strive to be and offer unparalleled service:
Innovation: We choose to do things differently, we believe in innovativeness
Maturity: A mature approach by every team member is a must
Professionalism: When it comes to business, we do not cross the line
Accountability: We are socially responsible to all our stake holders in everything we do
Care: We treat our clients’ goods as though they were ours
Trust: We would rather lose our sleep so you can have yours

2.0 Services and Products

Our business

Archive-It Services offers the following:

 Onsite and offsite filing and archiving of records

 Digital Archiving
 Records retrievals
 Records destructions
 Automating records databases
 Records management consultancy
 Box sales
 After sales services including visits, preparing retention schedules
 Records Management Training

Services
Document storage is done in two parts off-site and on-site storage. In both scenarios
records are sorted, indexed, organised and filed, a transmittal listing is then generated
provided on CD or hard copy. All these services are tailor made to suit the needs of each
client.
 Off-site document storage
© Archive It Services LTD 2019
 Records Management Project Proposal – CIMAS

For clients who are facing challenges on archiving space, Off-site document storage
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is ideal for you.

Filed records are transferred to an off-site storage center in our secure and well
maintained storage centers. An automated listing showing the box number,
description of the contents and the location of where your boxes are located in the
records centre is provided for easier and quicker retrievals.

 On-site storage
Documents listed are stored in two types of boxes. General Purpose -GP box which
accommodates four (4) to (5) lever arch files when full and A4 box takes up to two
(2) to three (3) lever arch files.

 Data Capturing
After the filing clerks have done sorting and indexing a manual document listing is
generated, where our data capturing team capture all details in our secure Archman
Database. From there, a transmittal listing detailing all records of client, in terms of
description, age and quantity, will be made available to client. A copy will be sent to
client to assist in all retrievals.

 Retrievals
Based on the transmittal listing, client can either email, call to request the
documents they wish to retrieve. Based on our efficient database, your records
location will be identified within five minutes of your call and be immediately
available for collection.

 Records management and training

After the sorting, indexing and boxing for the records that remain on-site is
complete, training is offered for the people who will be managing the records before
they are transferred to off-site storage.

 Document destruction
For all records that are kept off-site, notification is given to the client if their records
are over-aged. The transmittal listing will be used to come up with a retention
schedule which then shows the age analysis for all records, for easier and quicker
identification of records that need to be destroyed.

 Digital archiving
With The advent of technology Archive-It has taken a step further as part of service
development, to incorporate digital archiving into its service portfolio. The service in
summary is:

 Preservation of physical records in an electronic formats

 Document management system used to track and store electronic documents.
 Indexing and filing of documents electronically for rapid search and easy
retrieval.
© Archive It Services LTD 2019
 Records Management Project Proposal – CIMAS

The process will entail

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 Filing, sorting, classification and indexing of paper records before the
conversation (Digitalization) process.
 Conversation of paper records to digital format.
 Physical and electronic retrievals.

3.0 Records Centre Setup Job Proposal

 Archive-It Services specialises in office archiving systems offering affordable solution
to domestic, commercial, government and professional archiving requirements.
Archive-It Services system is designed to save up to 80% of valuable records storage
space enabling the user to minimize expensive retrievals whilst maximising space
utility.
 We pride ourselves of a fervent team and countrywide agents who are well qualified
and trained to providing tailor made solutions to customers’ archiving needs.
 With a zero defect services approach through competent personnel and top notch
facilities, we will continue to better our processes or maintain and even surpass this
standard.

3.1 Preamble
“Not all records are ARCHIVES, but all ARCHIVES are records”.

 Records form a vital role in efficient and effective functionality of any organization.
 These records need to be stored for specified time frames ranging from 7 years as
required by law to permanently according to the organizational requirements.
 Regardless of the time they date back to, records should be easily accessible and
retrievable whilst upholding stringent security and confidentiality measures.
 The moment that documents go into a semi or non-current state, archiving is
warranted to have a records classification status.
 Archives should not be viewed as the “dusty paper rooms” were everyone dreads to
enter because it is virtually a paper dump were retrieval is next to impossible.
 Archives are the records centre for the storage of vital historic information offering
easy retrieval, security, confidentiality, space saving and adding on to overall
business efficiency.

3.2 Preliminary Survey

A survey of your company’s Records Management and archiving facilities was conducted on
11 October 2021 by Archive-it Services after we have been briefed about the need for the
setup of an efficient archiving system and records centre.

© Archive It Services LTD 2019

 Records Management Project Proposal – CIMAS

This exercise was carried out with a view to creating an effective and efficient archiving
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system for records management for CIMAS.

Based on this survey, the following observations and recommendations were made:-

3.3 Recommendations

Archive-It Services recommends the following floor plan and shelving structure for Room 1:

 In fig. 2 which the proposed records centre floor plan the space was measured to be 870cm
wide which was demarcated into what the records center would constitute.
 60cm was allocated between the building wall and the first shelve with 65cm left between
the door and the last shelve.
 6 double-sided (back-to-back) shelves can be erected within the records repository space
with each row having 10 columns running from the one side of the building to the other.
 Each row will bring about 60 compartments as within the row each of the 10 columns will
have 6 shelves up. This multiplied by the 12 rows will bring the capacity for this room to 720
compartments.
 50CM was left between shelves to serve as passages for access by individuals to boxes
which can be for shelving, retrieval and even accessibility.
 Each double-sided (back-to-back) shelf will measure 82cm in width.
 5cm will be left between the floor and the first shelf as a disaster preparedness measure in
case of flooding.
 Each of the 720 proposed compartments will have the measurements as shown in figure 1
below:

© Archive It Services LTD 2019

 Records Management Project Proposal – CIMAS

Figure 1: Compartment measurements

© Archive It Services LTD 2019

 Fig 2. ROOM 1 FLOOR PLAN

Archive-It Services recommends the following floor plan and shelving structure for Room 2:

 In fig. 3 which the proposed records centre floor plan the space was measured to be 900cm
wide which was demarcated into what the records center would constitute.
 60cm was allocated between the building wall and the first shelve with 90cm left between the
water pipes and the last shelve as a disaster preparedness measure.
 6 double-sided (back-to-back) shelves can be erected within the records repository space with
each row having 10 columns running from the one side of the building to the other.
 Each row will bring about 60 compartments as within the row each of the 10 columns will have
6 shelves up. This multiplied by the 16 rows will bring the capacity for this room to 720
compartments.
 50CM was left between shelves to serve as passages for access by individuals to boxes which
can be for shelving, retrieval and even accessibility.
 Each double-sided (back-to-back) shelf will measure 82cm in width.
Records Management Project Proposal – WFDR RISK SERVICES 2021

 5cm will be left between the floor and the first shelf as a disaster preparedness measure in case
of flooding.
 Each of the 720 proposed compartments will have the measurements as shown in figure 1
above.
 The floor plan for Room 2 is outlined in figure 3 below.

Figure 3: Floor plan

 For both Room 1 and Room 2 the column view will be as represented by figure 4 below:

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Records Management Project Proposal – WFDR RISK SERVICES 2021

4.0 Contact Persons

Phylis Mlingwa
0772595597
phylis@acl.co.zw

5.0 Operational Offices

Head Office-Harare
Physical Address:13 Lisburn Road, Workington, Harare
Tel: +263 772 694 493/0713 694 493, +263 4 779536/9, +263 864 406 8965
Web: www.aclholdings.net , email: info@acl.co.zw

Bulawayo Office
16 Woolwich Road, Thorngrove, Bulawayo
Web: www.aclholdings.net , email: info@acl.co.zw
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Records Management Project Proposal – WFDR RISK SERVICES 2021

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

6.0 References

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

ECONET WIRELESS
Econet Park, National Foods
2 Old Mutare Road, 10 Sterling Road,
Msasa Harare
Harare TEL +263 242 - 753741-8
Tel: +263 242 -486121-6
ZMDC
DELTA COOPERATION 90 Mutare Rd,
Sable House, Northridge Harare
Close Tel +263 242 446304 – 5
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
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7.0 Conclusion

 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!