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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 01:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

National Records of Scotland (NRS), based in Edinburgh, is seeking to replace its Axiell CALM collections management system with an access and collections management platform. The system supports the management and public use of Scotland’s national archives, including accessioning, cataloguing, conservation, search-room and reader services, collection access and online discovery. NRS is also exploring whether a replacement could bring associated legacy applications together in a more integrated platform. This is a software and IT services requirement for NRS’s collections and archive operations, with delivery associated with its General Register House location in Edinburgh.

The process is at the planning stage: NRS is conducting a Request for Information to understand the market and identify whether suitable commercial solutions exist. This is market engagement, not an invitation to tender, so suppliers are not yet being asked to submit bids. The buyer’s stated aim is to identify and implement a replacement before support for the existing system ends on 31 December 2027. An estimated value of £350,000 is recorded. NRS expects a further notice on 16 June 2027. The requirement is presented as one planned procurement, rather than separate lots. No tender procedure, eligibility conditions or evaluation basis are set out at this stage.

This will suit suppliers with a proven collections management or archival information system, particularly those able to support the full lifecycle of national archive collections and public access. Relevant capabilities include accessioning, cataloguing, conservation workflows, search-room and reader services, collection access and online discovery. Suppliers offering integration or migration from legacy applications may be well placed, as NRS is considering consolidation into a more integrated platform as well as direct replacement of Axiell CALM. The scale and breadth point towards a supplier able to deliver and support a system used across multiple operational and public-facing functions. The market engagement gives providers a chance to inform NRS’s understanding of available commercial solutions and prepare for a later procurement; no specific accreditation or qualification requirement is stated.

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-r6ebe6-0000845904
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566793
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
OJEU - F1 - Prior Information 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

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT566793&idx=1
    16th October 2026 - ACMS - RFI
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566793
    Access and Collections Management System - 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.

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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