A04_SOW_for_Files_Management_Project.docx

STATEMENT OF WORK

INDIAN AFFAIRS RECORDS MANAGEMENT SERVICES

BUREAU OF INDIAN AFFAIRS, ROCKY MOUNTAIN REGIONAL OFFICE

TRANSITION TO ELECTRONIC RECORDS

BACKGROUND

Per the Executive Office of the President, Office of Management Budget, Washington DC Memorandum, dated June 28, 2019, M-19-21; Transition to Electronic Records

IMPORTANT: Due to the sensitivity of information and high volume of the project removing any records from the Regional Office would place the information at high risk. All digitization/scanning must be performed at the Regional Office and no records are to be removed from the designated area where the digitization is to be performed.

Bureau of Indian Affairs (BIA) requires records management support services. The objective is to collect, review, digitize, store, and organize 1,007 (+/-) boxes of records. The record management process shall be in accordance with National Archives and Records Administration (NARA) policies and guidelines, the Freedom of Information Act (FOIA), and the Indian Affairs Records Schedule and policy BTFA-009 (attached).

BIA has multiple offices in their Rocky Mountain Regional Office, Billings, MT., location and has many different types of official records and files. Due to the BIA going Nation-wide for digitizing/scanning all documents, we will be digitizing to the maximum extent practicable. This will reduce the amount of hard file documents. All documents must be retained and/or disposed of in accordance with the federal record keeping policies and regulations of NARA. Indian Affairs (IA) requires a contractor with expert knowledge of the documents, filing, and archiving system, and is an expert in fulfilling NARA and FOIA requirements.

Due to the statutory, regulatory, and litigation deadlines associated with these tasks, IA requires a contract company with at least ten years of experience with records management to provide these services within 3 months of contract award. Contract staff must have the applicable security, building, and system access to complete the below tasks.

SUPPORT SERVICES

The Government requires the contractor to perform the below services for the organization and its programs following all government regulations, policies, and guidance. Records shall be prepared for archiving in accordance with all Department of the Interior and NARA policies and regulations. Based on the below information the contract shall propose a schedule of events to meet the governments period of performance of one-year months. Specific duties follow:

Inventory appropriately 1,007 (+/-) boxes (16.25 x 12.5 x 10.5 inches) for Bureau of Indian Affairs. Based on the inventory, identify records eligible for archiving, disposal, and digitizing. The is the list of files that will digitizing/scanning require and disposition but are not limited to the whole scope of the requirement.

1,007 (/-) Boxes:

Facilities – 10 Indian Self Determination – 2 Transportation - 20 Tribal government – 35 est.

Cultural Resources – 30 Forestry – 15 Irrigation – 15 Land Titles and Records – 730 Real Estate Services – 100 Add for variance or unexpected excess – 50cf

Based on the inventory, convert applicable records to pdf files which comply with Section 508 of the U.S. Workforce Rehabilitation Act of 1973 which mandates that all electronic and information technology developed, procured, maintained, or used by the federal government be accessible to people with disabilities. Review existing pdf files for compliance with Section 508 and convert non-compliant pdf files to comply with Section 508.

Digitize records shall be uploaded to a share drive location identified by the government after award.

Other Requirements:

· Permanent records can be digitized/scanned, but cannot be destroyed until publishes the NARA rules on Regulations.gov

· The requirements for digitizing/scanning permanent records are that they must meet the FADGI 3 star requirements: FADGI Federal Agencies Digital Guidelines Initiative-2016 Final_rev1.pdf (digitizationguidelines.gov)

CONTRACTOR DELIVERABLES

The contractor shall start within 10 days after the contract team receive full building and system access.

Reports. The Contractor shall deliver a 2-week report on the progress of the records management to the Regional Director on the last Friday of the month before 4:00 p.m.

Provide the government with an electronic inventory of actions disposed, sent to storage, or kept within the office.

GOVERNMENT RESPONSIBILITIES

1) Space and Utilities. The government will provide a secure space and utilities for the Contractor personnel. It is anticipated that all work will be performed in an office setting.

2) Workstation. The government will provide Workstations, to include desk and/or table, chair, etc. for the Contractor personnel.