Description:

Camp Weredale in a not-for-profit community organization owned and operated by the Weredale Foundation since 1934. It offers a highly subsidized sleepaway camp program to vulnerable, English-speaking, youth ages six to seventeen years old, the majority of our campers are receiving supportive social services and / or are facing family challenges.

BACKGROUND

As part of its strategic planning process, the Weredale Foundation wishes to establish the work of classifying its documents and records to optimize administrative functions and to ensure respect of legal requirements.

To achieve this, we intend to retain the temporary services of a consultant specializing in records and information management for non-profit charitable organizations.

DESCRIPTION OF THE MANDATE

Initial Assessment

• Analysis of existing documents (both classified and unclassified).
• Identification of current categories and weaknesses in the existing filing system.
• Identification of duplicate, obsolete, and non-compliant documents.

 Development of a Comprehensive and Adapted Classification Plan

• Develop a logical, clear, and coherent structure for all documents.
• Propose an effective system for administrative, financial, accounting, and human resources records.
• Define document types, metadata, codes, naming conventions, and folder structure.

 Development of a Customized Records Retention Schedule

• Produce a records retention schedule compliant with applicable standards and legal obligations.
• Define legal and administrative retention periods.
• Provide recommendations for both digital and physical archiving.

Standardization and Organization

• Develop uniform naming conventions.
• Create internal protocols or guides to ensure consistent document classification.
• Establish a logical structure for keywords, dates, and categories to optimize retrieval.

 Direct Support to the Executive Director

The consultant will support:

• Implementation of the classification plan.
• The practical organization and filing of documents.
• Knowledge transfer to ensure the long-term sustainability of the system.

 Integration into Workflow

• Recommend best practices for integrating classification at the time of document creation.
• Suggest tools or automation solutions, if relevant.

 Follow-up and Continuity

• Propose a mechanism for future updates to the system.

TERM OF THE MANDATE AND CONDITIONS

The expected duration of the mandate will be determined collaboratively at the time the contract is awarded.

Compensation will be determined according to the consultant’s proposal, whether established as an hourly rate or a fixed fee.

The work will be carried out on-site in Montreal and/or St. Hippolyte.

The consultant must also respect confidentiality obligations regarding all documents and information handled as part of this mandate.

REQUIRED QUALIFICATIONS

• Bilingualism is required.
• Degree in archival studies, information management, documentation techniques, or a related field.
• Demonstrated experience in classification plans and records retention schedules.
• Excellent knowledge of archival standards, legal requirements, and records preservation practices.
• Ability to support and train staff in document filing and records management.
• Strong organizational skills, autonomy, attention to detail, and commitment to confidentiality.
• Proficiency with digital document management environments.
• Knowledge of not-for-profit Charitable organization contexts and realities, considered an asset.

EXPECTED DELIVERABLES

• Initial assessment report.
• Comprehensive classification plan adapted to the needs and context of Weredale Foundation.
• Official records retention schedule, compliant with applicable laws and best practices.
• Internal guide outlining naming conventions and classification rules.
• Support and training for Weredale Foundation/Camp Administration.
• Final report including recommendations for continuous improvement.

SUBMISSION

Proposals and résumés must be submitted to the attention of Juan Garcia-Meca, Administrative and Fundraising Coordinator, no later than March 31, 2026, by email at: campweredalefoundation@gmail.com

Elements to Include in the Proposal

The proposal must include the following information and components:

• Cover letter and résumé
• Methodological approach to carrying out the mandate
• Proposed work schedule and anticipated cost
• Two (2) references related to the completion of similar work