Term of Reference

 

Data Record Management and Archiving

 

Background:  Oxfam program activities activated by Oxfam in Thailand plan to phase out by the end of the year 2021. We plan to kick off the program closure activities from  the second quarter onward. The shared service team led by Admin-logistics officer  will  lead preparation of data archiving and asset disposal.  To ensure that archiving relevant data must be in place to ensure that documents are kept for a number of years, depending on donor or affiliate. Archiving at the end of a project must also be seen as actively creating a tool for the future to ensure that important institutional knowledge is not lost. Documents or data may be of great value in the closure phase or after closure (e.g. in the case of legal/administrative problems or retrospective studies/evaluations).

 

Objectives:

Due to high workload of staff, decided to hire a consultant to transfer image of   documents to cloud storage while maintaining hard copies at the off-site storage for future reference. We will adopt Oxfam Data archiving practices as follows:

 

• Complete and accurate
• Named / labelled in an easy-to-understand way
• Include final versions only (avoid duplication of versions of the same document)
• Easy to access for inspection (or updating if needed)
• Set up to include an audit trail that lists any amendments or changes made, when and by whom
• Include a retention and disposal schedule (stating which documents are retained and for how long)

 

• Where a document contains information from which an individual is readily identifiable, its transfer, retention and storage may be impacted in some countries by laws that seek to protect personal data (e.g. the GDPR). Keen attention should be paid to handling and storage of personal data!

 

• When in hard copy, records containing personal data should be clearly labelled as such. Files containing personal data must be bookmarked as sensitive.

 

• Those reviewing records for transfer or retention will need to identify the types of records that are likely to contain personal data and identify the legal obligations that apply to such records.

 

 

 

Scope of Work: 

 

Be a focal point of data archiving process. Ensure all relevant documents identified by document owners are transferred in digital form.

                                                     

Work with document owners to identify data classification and implement proper data handling according to Oxfam guideline.

 

Organize inventory of hard copies with reference numbers for ease of data retrieval in the future.

 

Coordinate with storage service for scheduling transportation of new boxes to storage places.

 

Clean the filing cabinet after document are sent to off-site storage.

 

Work under a supervision of the admin & logistic officer to release unused space, the activities include asset disposal process, donation process etc.

 

Handle other administration task as required.

 

 

Service Period: 01 July 2021 – 31^st October, 2021

 

Initially the contract is for 4 months, subject to extension to support office closure activities.

 

Payment Method:

Payment is processed monthly.

The consultant will receive a service fee rate of XXX  inclusive of any VAT and applicable taxes (3%).

Submit time sheet and invoice to contract owner who is Admin-Logistic officer for verification and preparing bank transfer to finance officer by the 5^th of each month.

Payment will be made to a bank account by 15^th of each month.

 

How to Apply:

Interested applicant are requested to send theri CVs by 27 June 2021 via hr_thailand@oxfam.org.uk.

 

 

Contact : hr_thailand@oxfam.org.uk

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ที่ปรึกษา / Consultant