CT0818 Council Records - Storage and Management

Concepts

• storage services
• edinburgh
• scotland
• ct0818 council records
• storage and warehousing
• retention policy management solution
• secure offsite storage arrangements
• offsite storage
• council staff
• scottish public sector records management

Location

The City of Edinburgh

Description

The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.

Total Quantity or Scope

Centralised offsite storage of Council records has been a long-standing requirement, which has become essential over the years due to office rationalisations and increasing compliance requirements around Scottish public sector records management. The Council requires new arrangements for its offsite storage and management of its paper records. This is a recurring need and breaks down as follows: - Secure offsite physical storage arrangements for up to 65,000 boxes at the start, but aiming to reduce this significantly over a 10 year period. - Routine and emergency access requirements to boxes and files, both onsite and by delivery to multiple Council office locations via dedicated transport. - Online inventory management solution that manages both boxes and individual files (where required), including audited and authenticated disposal and retrieval processes, legal holds, classification by business function and data sensitivity, and record retention policy management. - This solution must also provide self-service access to a wide range of Council staff that need to store, retrieve / return and dispose of boxes stored under this arrangement. Under the Public Records (Scotland) Act, 2011, the Council is required to create, manage and apply record retention policies to all of its records. Currently the Council has over 900 individual retention policies – covering adoptions through to waste site management.

CPV Codes

• 63121100 - Storage services
• 63120000 - Storage and warehousing services
• 63121000 - Storage and retrieval services
• 72317000 - Data storage services

Indicators

Other Information

This is a Prior Information Notice. Please register your interest in the notice if you are interested. There are no Tender documents available at this stage. Please note that the purpose of this PIN is to engage with potential Service Providers and all information contained within this PIN may be subject to change. NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=641156. (SC Ref:641156)