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Access and Collections Management System

National Records of Scotland

This public procurement record has 1 release in its history.

Planning

16 Oct 2026 at 10:59

Planning Notice
Summary of the contracting process

National Records of Scotland (NRS) intends to replace its Axiell CALM collections management system, which supports the handling and public use of Scotland’s national archives. The system sits within a wider access and collections management environment covering accessioning, cataloguing, conservation, search-room and reader services, collection access, and online public discovery. NRS is considering whether a replacement could also bring several associated legacy applications into a more integrated platform. The procurement is for software and related supply services, including library and document management functionality. The system is intended for NRS’s work at General Register House in Edinburgh, supporting the collection, preservation and provision of information about Scotland’s people and history.

This process is at the planning stage. NRS is conducting a Request for Information to understand the market and establish whether suitable commercial solutions are available; it is not an invitation to tender. The buyer’s stated estimated value is £350,000. The replacement is required before the existing system reaches end of support on 31 December 2027. NRS expects a further notice on 16 June 2027; this is an indicative date, not a bid deadline. The process is presented as one lot. The buyer has not yet set out a procurement procedure, tender evaluation criteria or supplier eligibility requirements, so these remain to be determined after market engagement.

This early market exercise is relevant to suppliers of collections, archives, library or document management systems, and to software providers able to integrate or consolidate legacy applications. NRS is looking to understand whether commercially available platforms can replace its current collections management capability while supporting a broad operational ecosystem: accessioning, cataloguing, conservation, search-room and reader services, collection access and online discovery. Suppliers with experience delivering configurable systems for archival or cultural collections, connecting multiple applications, and supporting both staff workflows and public-facing access are likely to be best placed to contribute useful market insight. The requirement is for a joined-up replacement serving NRS’s national archival work in Edinburgh. This is a preparation opportunity for businesses to inform the buyer’s understanding of the market ahead of a possible later procurement, not a competition for bids at this stage.

How relevant is this notice?

Notice Information

Notice Title

Access and Collections Management System

Notice Description

National Records of Scotland (NRS) is a Non-Ministerial Department of the Scottish Government. Our purpose is to collect, preserve and produce information about Scotland's people and history and make it available to inform current and future generations. This includes selecting, preserving and making available the national archives of Scotland. NRS currently relies upon Axiell CALM as its primary collections management system. The system forms part of a wider Access and Collections Management ecosystem supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery. Axiell CALM reaches end-of- support on 31 December 2027, creating a requirement to identify and implement a replacement solution before this date. This Request for Information (RFI) is intended to help NRS understand the current market and determine whether suitable commercial solutions exist that can replace the current collections management capability and potentially consolidate a number of associated legacy applications into a more integrated platform. This exercise is a Request for Information only and does not constitute an Invitation to Tender.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-078936
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/097803-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48000000 - Software package and information systems

48100000 - Industry specific software package

48161000 - Library management system

48311000 - Document management software package

72268000 - Software supply services

79995000 - Library management services

Notice Value(s)

Tender Value
£350,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Oct 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
16 Jun 20278 months to go
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
National Records of Scotland
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH1 3YY
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh North and Leith

Further Information

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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