Background
- Mercy Corps Nigeria is transitioning to a fully digitized document management system. To support this process, various consultants will be contracted to carry out large-scale digitization.
- To achieve this, qualified consultants will be engaged to provide comprehensive scanning, digitalization and achieving documents.
Objective
The objective of this assignment is to:
- Digitize all physical organizational records from July 1st, 2017, to 31st December 2025.
- Ensure accurate indexing and naming based on Mercy Corps file naming standards.
- Improve document accessibility while maintaining strict confidentiality.
- Preserve institutional records in secure digital formats.
Scope of Work
The consultant/vendor will be responsible for the end‑to‑end digitization process, including but not limited to:
Document Preparation:
- Sorting and categorizing documents by department and type.
- Removing bindings, staples, clips, and repairing damaged pages.
- Eliminating duplicate or blank pages (where authorized).
Scanning:
- High‑resolution scanning of all documents (minimum 300 DPI unless otherwise specified).
- Color, grayscale, or black‑and‑white scanning depending on document type.
- Batch scanning for high-volume files.
File Formatting:
- Convert scanned files into searchable PDF format (OCR-enabled).
- Ensure files are readable, complete, and correctly ordered.
Naming & Indexing:
- Apply Mercy Corps’ official file naming convention.
- Assign metadata tags where required.
- Organize documents into structured digital folders reflecting department, year, and category.
Quality Assurance
- Perform multi-level verification to ensure:
- No missing pages
- Correct orientation
- Accurate naming
- Legibility.
Secure Storage & Delivery:
- Transfer finalized files into Mercy Corps designated storage system or secure server.
- Provide backup copies as instructed.
Physical Document Handling:
- Maintain strict chain‑of‑custody tracking.
- Ensure safe handling and return or secure destruction (if authorized) of original files.
Confidentiality & Data Protection Requirements
Because documents contain sensitive organizational data, the consultant must:
- Sign a Non‑Disclosure Agreement (NDA).
- Ensure all staff assigned to this project sign confidentiality agreements.
- Prohibit copying, sharing, or retaining documents.
- Restrict access to authorized personnel only.
- Use secure scanning workstations.
- Prohibit use of personal devices for project work.
- Implement secure data handling protocols aligned with international data protection standards.
- Failure to comply with data protection requirements will result in immediate contract termination.
Deliverables
The consultant shall deliver:
- Digitized files of all documents.
- Properly named and indexed files following Mercy Corps conventions.
- OCR‑enabled searchable PDFs.
- Folder structure aligned with departmental classification.
- Digitization progress reports.
- Final completion report.
Consultant Qualifications
The consultant/vendor must demonstrate:
- Minimum of WAEC / NECO, OND, HND, Bachelor’s Degree, or current NYSC members
- Proven experience in large‑scale document digitization projects.
- Basic computer proficiency (Windows, file management, folder structures).
- Strong attention to detail.
- Ability to handle repetitive tasks with consistency.
- Experience handling confidential organizational or government records.
- Strong data protection procedures.
- Ability to meet deadlines for high‑volume workloads.
Preferred:
- Prior work with NGOs, INGOs, or financial institutions.
Timeframe / Schedule
The consultant will scan all Mercy Corps Nigeria Documents within a period of One (1) month
- Commence work immediately upon contract execution.
- Weekly progress reports are to be submitted every Friday by close of business
Activity:
- Consultant onboarding, orientation, and training on document handling, scanning standards, naming conventions, and confidentiality protocols
- Full scanning, indexing, quality control, and digital archiving of documents across departments
- Final verification, reconciliation of scanned vs physical records, report writing, and submission of final deliverables
Equal Employment Opportunity:
- Mercy Corps is an equal opportunity employer committed to providing equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, sexual orientation, religion or belief, national origin, age, disability, marital status, veteran status, or any other characteristics protected under applicable law.
Safeguarding & Ethics:
- Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity.
- We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members.
- As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times.
- Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
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