Inactive

The Government requires records and information support services with a goal to achieve a minimum records management score of 90% by the end of the base period. The OUSD(C) has a requirement to effect... The Government requires records and information support services with a goal to achieve a minimum records management score of 90% by the end of the base period. The OUSD(C) has a requirement to effectively manage records associated with OUSD(C) duties, locate and arrange them to facilitate their use and disposition. Primary considerations include making the files accessible, minimizing duplication, preserving permanent records, and systematically dispositioning all others in accordance with regulation. The contractor shall provide support to the (OUSD(C) in ensuring compliance with the Records and Information Management (RIM) Program. Task Area 1- Program Management: The Contractor shall conduct overall management coordination and liaison with the Contracting Officer's Representative (COR) to review, develop, conduct, report, and certify the work completed for the program, as well as coordinate work, monitor timelines, prepare reports, coordinate schedules, act as executive agent, and resolve project issues. The contractor shall provide a monthly status report (MSR). This MSR shall reflect the accomplishments during the reporting period, deliverable status, funding issues, problems and recommended solutions, planned actions, and production for each task and subtask. The contractor shall also develop a Project Management Plan with supporting sections for Communications, Change Management, Risk Assessment, Training, Human Resource Management and Business Process Improvement. The contractor must research industry trends and best business practices in RIM, and develop strategies and identify tools to support program implementation and improvement. Task Area 2- Records and Information Management: The contractor shall develop, implement, and validate the OUSD(C) Records Information Management (RIM) Program and its practices and procedures. To achieve this, the contractor shall manage OUSD(C) records and information content throughout its life-cycle - from creation to disposal of temporary content and archiving permanent content to the National Archives. The contractor shall build internal controls and self-inspection checklists, provide administrative and programmatic support, and develop, update, and support the movement of physical and electronic files into an OUSD(C) Records Management file plan for records storage and disposition. The plan shall identify common types of records held by all OUSD(C) offices, to include a single designated electronic filing archive for these common types of records as well as sensitive, close hold files that only specific offices have limited access. This solution must be agile and able to respond to new and changing requirements and OUSD(C) needs. Material will include records from various types of storage media and of varying formats to include PDF, XML, Microsoft office files, database files, email, and audio/video files. The Contractor must assess this material to determine file series and disposition in accordance with National Archives Records Administration (NARA) policy and guidance. The responsibilities and administrative procedures of the OUSD(C) RIM program are detailed in Administrative Instruction (Al) Number 15 and DoD Instruction 5015.02 DoD Records Management Program. Task Area 3- Records Management Support Services: The Contractor shall support the reduction of OUSD(C) records holdings through the identification of records that have met their disposition date and facilitation of the disposition process, including: retirement to Washington National Records Center (WNRC); transfer to National Archives Records Administration (NARA) or deletion/destruction. The Contractor shall prepare and deliver briefings and training, organize meetings, provide reports, track actions and provide program assessments; briefings and training are provided to all OUSD(C) personnel, including users, managers, action officers, senior leaders and executive assistants. The Contractor shall develop and conduct an OUSD(C) specific Records Management training program for OUSD(C) government and contractor personnel. The training program will supplement existing WHS provided Records Management Training, develop and document records management training for newcomers, and provide, on a recurring basis, Records Management Training to new OUSD(C) employees and contractor personnel. This training will inform new OUSD(C) employees and contractor personnel of OUSD(C) specific records management policies and procedures. The Contractor shall also provide Records Management Training to OUSD(C) employees that are leaving the organization, and assist them with needed records disposition actions required prior to their departure. The Contractor shall provide recurring OUSD(C) specific training to OUSD(C) employees and contractor personnel on an annual basis. The Contractor shall plan, prepare and deliver briefings and training, provide processing of SF-l 35s "Records and Transmittal Receipt". The Contractor must provide direct client support in the maintenance and administration of OUSD(C) office records filing, shared drive administration and editing/proofing of OUSD(C) generated documents. The Contractor must support the development and implementation of governances - plans, policies, directives, instructions, operating procedures and transfer subject matter expert-level records management knowledge, information, and documentation to government-identified personnel for all Records Management projects and tasks related to this contract. Task Area 4- Records Management Analysis/Review: The Contractor shall provide on-site assessments of shared drives, electronic systems housing records, and hardcopy record holdings. Periodically, the Contractor will be required to perform systematic compliance reviews, of OUSD(C) offices and directorates, to ascertain compliance levels as well as to provide recommendations on process improvement. Analyses will include: identification, classification, organization, dispositioning of records and perform quality control of records documentation, ensuring that the accessions/collections are categorized and processed in line with OSD and NARA requirements. Task Area 5- Content/Knowledge Management: The contractor shall support an information architecture in which OUSD(C) has an auditable accounting of permanent records holdings and the lifecycle of specific records collections can be maintained from creation to final disposition. Additionally, these records must be retrievable and shareable. The Contractor shall support the integration of identified best practices into the processes and procedures and cultivate compliance through the creation and formalization of governances. In order to formalize and achieve these goals and objectives, the contractor must review the current approved OSD Records Schedule and recraft it to support the implementation of the RIM Program Project Management Plan. The revision should lay the foundation for a RIM program in which records management compliance is integrated into current business requirements and efficient processes. Task Area 6- Electronic Records Integration: The Contractor shall facilitate the ingestion of electronically-borne records material, up to Top Secret/SCI, into various databases, file structures, and the OSD Executive Archive (EA). The contractor shall possess the ability to review and assess all electronically-borne material in all current and future standard formats in accordance with the OSD Records Schedule for classification, series description/categorization, and disposition. The contractor must convert standard electronically-borne material of all current and future standard file formats into text-searchable format for the purposes of records research and future retrieve-ability. Additionally, the contractor shall facilitate electronic records capture using mechanisms and systems that allow for real-time and ad hoc reporting of metrics including approximate page counts and data storage volume.