A Facilities and Partnership Development office was established to oversee and co-ordinate the process, arrange for alternative service delivery and ensure the safety of the records. For the procurement process to select a service provider, the team was supplemented by a procurement process advisor, a technical service advisor, a Fairness Commissioner from the Internal Audit Division of the Ministry and several working committees of internal staff, and external experts engaged in evaluation and due diligence.

A number of project milestones set the stage including:

• the Request for Qualifications and the Request for Proposals
• careful evaluation of submissions at both stages
• bidder selection and recommendation to Cabinet; contract clarification
• execution of the contract
• construction of the archival storage facility
• audit and certification of the facility and the services
• and finally the move of the records.

Click to see a larger image (64K)
Security Fencing and cameras
surround the new facility

In order to prepare the collection for the move, a project staff of 10 and a number of private sector companies were engaged over a three-year period to inspect, to collect and enter data into the Archives’ new Container Tracking System (CTS), and to prepare the 280,000 containers of textual material, 5000 containers of photographic material and 20,000 reels of microfilm for transfer to the Offsite facility.

Thorough and careful preparation resulted in a highly efficient and fully audited move of over 300,000 containers in less than ten months without any appreciable disruption to public service.

To see a more detailed organizational chart of the project click on the thumbnail image of the chart to the right.

Barcoding a box

Entering data into Container Tracking System

Boxes arriving at Archives ONE

Boxes being shelved at Archives ONE

Boxes being sorted for storage

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