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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 11:00

Planning Notice
Summary of the contracting process

National Records of Scotland plans to replace Axiell CALM, its collections management system, which supports accessioning, cataloguing, conservation, search room and reader services, collection access and online public discovery. The aim is to maintain these capabilities and potentially bring several associated legacy applications together in a more integrated platform. The system will support NRS’s work to select, preserve and make Scotland’s national archives available, as part of its wider role in collecting and providing access to information about Scotland’s people and history. This is a software supply and implementation requirement in the library, archive and information-management field. The delivery location is the National Records of Scotland at General Register House in Edinburgh.

The procurement is at the planning stage. NRS is conducting a Request for Information to understand the market and whether suitable commercial replacement solutions exist; this is market research, not an invitation to tender. The planned procurement has an estimated value of £350,000. A future procurement notice is expected on 16 June 2027. The driver for replacement is that support for the existing Axiell CALM system ends on 31 December 2027, so NRS needs to identify and implement a replacement before then. The process is described as one planned lot. No bid deadline or evaluation basis is set out at this stage; the RFI is intended to inform NRS’s understanding of available solutions and the scope of a possible subsequent procurement.

The work is likely to suit suppliers with experience supplying and implementing collections management software for archives, libraries or other organisations managing significant collections. Relevant capability includes supporting accessioning, cataloguing, conservation workflows, reading-room and reader services, access management and online public discovery. Suppliers whose platforms can integrate with or consolidate legacy applications may be well placed to inform NRS’s market assessment, alongside providers able to explain how their solution could replace an established system while maintaining these connected functions. This is a preparation opportunity: suppliers can use the RFI to demonstrate relevant products and expertise and help shape NRS’s understanding of the market before a possible tender. The stated purpose is to assess whether suitable commercial solutions exist; no particular accreditation, technical standard or supplier qualification is identified.

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-078939
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/097806-2026
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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