Developing Specifications and RFPs

Certificate Eligibility: 
2 ARC, 0.75 CEU
1/2 day
Max Attendees: 
Tactical and Strategic

Archives utilize a wide range of technical systems and tools to identify, capture, curate, and access both analog and digital archival records. While some institutions have the resources to purchase or develop an OAIS-compliant digital archive, many archives must integrate systems and services as funding and resources become available. In addition, almost all aspects of archival work rely on technology to some degree, including collection management, online access, or reformatting analog collections. Whether you are selecting a vendor or communicating with your organization’s technical team, it is critical to understand and articulate your archives’ technical specifications and functional requirements. From these specifications, you can build a good Request for Proposal (RFP), select a system or vendor, and successfully implement your archives’ strategic technology goals.

Learning Outcomes: 
Conduct a technical gap analysis Identify and define system requirements and functional specifications.
Develop and distribute an RFI, RFP, or RFQ.
Evaluate and select technical systems, tools, or services.
Who Should Attend: 

Archivists, records managers, , and administrators who need to understand and define technical requirements for archival systems, tools, or services 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.
"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."
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