Developing Specifications and RFPs

Certificate Eligibility: 
DAS
Credits: 
5 ARC, 0.75 CEU
Length: 
1 day
Format: 
In-Person
Max Attendees: 
35
Tier: 
Tactical & Strategic
Description: 

The development of a fully functional digital archives requires an integrated recordkeeping system that identifies, describes, schedules and destroys or retains your organization’s born digital records. Successful recordkeeping systems reflect business processes and applicable federal and state statutes while identifying records with permanent value to be archived. The ideal recordkeeping system interfaces with a digital repository used to curate electronic records and support a wide range of archival processes, including preservation and access. Before purchasing or building a recordkeeping system, you need a clear list of system requirements specific to your organization. From these specifications, you can build a good Request for Proposal (RFP), select a system or vendor, and successfully implement your recordkeeping system.

Learning Outcomes: 
Identify and define systems requirements for an electronic recordkeeping system and/or digital repository
Develop and distribute an RFI, RFP, or RFQ
Evaluate and select a recordkeeping system
Implement a recordkeeping system
Who Should Attend?: 

Archivists, records managers, IT professionals, and administrators who need to define system requirements for an electronic recordkeeping system and/or digital repository and then develop a Request for Information, Proposal and/or Quotation (RFI, RFP, and RFQ).

What You Should Already Know: 

Participants must have a working knowledge of archival and records management processes. Knowledge of digital archives and libraries is helpful but not required. This course complements other DAS courses such as Thinking Digital, Digital Curation: Fundamentals for Success, Digital Archives and Libraries, Archival Collections Management Systems, and Digital Curation Planning and Sustainable Futures.

DAS Core Competency: 
3. Formulate strategies and tactics for appraising, acquiring, describing, managing, organizing, preserving, and delivering digital archives.
4. Incorporate technologies throughout the archival lifecycle.
Faculty: 
Reviews: 
"All aspects of the workshop worked very well together. I especially liked the discussion and examples of current systems and environments and the sample forms."
“This was a concise and well-organized presentation of complicated issues.” — Peggy McBride
"This method worked well with me, and the materials gave good examples of application of the RFP and project management process applied to archives. I have had education in this area before, but not specifically in an archive-centric format."
"Really helped me to understand the whole process, what I need to consider, and how to approach this very complex task. The focus of the class was on process, but actual content of requirements was very well covered with readings and resource lists."
Co-Sponsor Provides: 
  • Classroom: 6-foot tables with two chairs each or 8-foot tables with three chairs each
  • Table, chair, and lectern for instructor
  • Instructor workstation (a PC or laptop that has a USB port, runs standard MS Office software, and has PowerPoint)
  • LCD projector and replacement bulb for the LCD projector
  • Projection screen
  • Clicker for the PowerPoint slideshow, if possible
  • Lapel microphone
  • Coffee/tea/water for morning break
  • Water/assorted soft drinks for afternoon break