Archives and Records Management Expert

Reference: G/TON/079
Location: Nuku’alofa, Tonga
Duration: 6 months
Closing Date: 30 Nov 2011

Background

As part of an ongoing justice sector project, an Information Management Expert was assigned to the Supreme Court Vital Statistics Office to review the current information storage system. The Expert’s report has made recommendations to address capacity and organisational weaknesses. This has formed the basis of this project to safeguard historical data and update record keeping.

The Vital Statistics Office is responsible for safe keeping, issuing of copies of birth, death and marriage certificates. This is also the registration office for birth and death. Since 2006 a computerised system for the recording of births, deaths and marriages has existed in parallel with a manual system. Data going back to 1874 has been entered on to the computerised system. However, there is a concern that data that has been entered may not necessarily be accurate. Historical records are manual. The records books are in a poor condition and are not stored appropriately given the climatic conditions in Tonga. In addition, there is an absence of trained archivists who are schooled in the maintenance of records. As a result many of the record books are in a state of advance physical deterioration.

A new software system is therefore being developed under the Australian Youth Ambassadors Project which will be used for recording data from mid-2011 onwards. The Vital Statistics Office also requires all manual records pertaining to births, deaths and marriages are placed on digital record and stored in a computerised database which is capable of being search and from which information could be retrieved.

Purpose of the project

To strengthen the capacity and to safeguard historical data stored at the Vital Statistics Office.

Scope of Work

The Expert will be engaged for a period of 6 months. A review of the work performance and deliverables against the scope of work will take place prior to the project completion date. Depending on the outcome of review the assignment may be extended for a further period, if required.

The Expert will report to Head of the Vital Statistical Office and will work closely with the office staff. During the project period it is expected that the Expert will undertake the following activities, inter alia,

• Undertake a review of all current information held, taking into account the findings of the scoping mission report;
• Audit of existing records-scanning inventory preparation and planning;
• Develop templates for carrying out audit;
• Oversee and support scanning and index process (inc. establishing scanning project management team);
• Microfilm conversion;
• Provide training on archives, scanning and tagging process management;
• Prepare comprehensive archive policies and procedures.

Outputs (Deliverables)

• Comprehensive review of all current records.
• Audit of Existing records-scanning inventory preparations and planning.
• Audit manuals and templates developed and in use.
• Microfilm conversion completed.
• Scanning and uploading data completed.
• Key staff trained in archiving, scanning, tagging process management.
• Comprehensive archive policies and procedures established.

Transfer of Expertise

The Commonwealth Secretariat attaches particular importance to the transfer of expertise and knowledge to local staff. The Expert in his/her discussions with the Reporting Officer should ensure that key staff is assigned to the project at the beginning of the assignment.

Implementation Arrangements

The Expert will be based in the Vital Statistical Office in Tonga. S/he will work closely with Commonwealth Secretariat Advisers in delivering this technical assistance.

The Expert will also work closely with the Head of the Vital Statistics Office who will be responsible for line management duties and day-to-day oversight of the project. General oversight and project management will be undertaken by the Technical Co-operation & Strategic Response Group (TC&SRG) of the Governance and Institutional Development Division (GIDD), Commonwealth Secretariat. TC&SRG, a technical co-operation unit will monitor progress reports and review progress as necessary.

Person Specification

Educational Qualifications

A recognised degree in the field of Information Sciences, or Information Management, or Archives and Records Management, or Computer Science or equivalent degrees.

Working Experience

Essential

• At least 8 years experience in the area of information management/archives or records management particularly in the area of digitization strategy development.
• Experience of national or international court records or archives would be an advantage.
• Demonstrated hands-on experience of electronic document and records management systems/software.
• Ability to describe and document business processes and produce training documentation.
• Ability to handle confidential information.
• Proficiency in oral and written English

Desirable

• Relevant training and certification in Records Administration, Information Management or Information Technology
• Knowledge of other official Tongan language(s).

Download the Terms of Reference