--- title: "File Tracker Electronic System" ocid: "ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1.json" source: "Contracts Finder" current_stage: "Planning" buyer: "HEREFORDSHIRE COUNCIL" published: "2019-01-16" --- # File Tracker Electronic System Buyer: HEREFORDSHIRE COUNCIL Current stage: Planning OCID: ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1.json) ## Summary The Herefordshire Council is currently in the planning stage of a procurement process for the "File Tracker Electronic System." The initiative aims to replace the outdated file tracking system used by the council's Modern Records Unit, located in Hereford, United Kingdom. This process is classified under the CPV code for Library software packages (48160000) and involves the engagement of potential suppliers until 16 January 2019. Interested parties are encouraged to submit their expressions of interest via the 'Supplying the Southwest Portal'. This tender presents a valuable opportunity for businesses specializing in electronic software solutions, particularly small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) that can fulfil the requirements of the council. Companies with expertise in compliance software packages and those adept at developing systems for managing public records will find this opportunity well-suited to their capabilities, enabling them to expand their service offerings in the public sector. ## Notice Herefordshire Council's Modern Records Unit was set up in 2000 to provide the storage of non-current paper records; that is, any records that are only occasionally referred to, and/or which have to be kept for a certain period of time for legal, financial, administrative or operational reasons. The Freedom of Information Act 2000, General Data Protection Regulations/Data Protection Act 2018 and the Environmental Information Regulations 2004 give members of the public two basic rights: * The right to know if a public authority holds information * The right to have access to that information (subject to certain exemptions) Herefordshire Council is required to respond to requests for information under this legislation within a certain period of time. It is therefore vital that staff have efficient access to files held at the Modern records Unit. Herefordshire Council is looking to replace the existing file tracking system with an electronic solution and is undertaking this soft market test to enable us to identify any potentially suitable electronic systems to deliver what is required. Additional information: Herefordshire Council has published this Soft Market Test on the 'Supplying the Southwest Portal'. To view the documentation related to this opportunity you will need to register on the portal, if you are not already register with Procontract, and express an interest in the opportunity. To Register with Supplying the Southwest Portal (Procontract) click on the link below or copy and paste the link into your browser address bar; https://www.supplyingthesouthwest.org.uk ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/03c38062-ed40-4698-b173-3c105d2a4706 | | Notice type | Market Engagement Notice | | Procurement type | Standard | | Procurement category | Not specified | | Procurement method | Not Specified | | Procurement method details | Not specified | | Tender suitability | SME, VCSE | | Awardee scale | Not specified | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 16 Jan 2019 | | Submission deadline | Not specified | | Future notice date | 16 Jan 2019 | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planning | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | HEREFORDSHIRE COUNCIL | | Locality | HEREFORD | | Post town | Hereford | | Postcode | HR4 0LE | | Country | England | | ITL 1 | TLG West Midlands (England) | | ITL 2 | TLG1 Herefordshire, Worcestershire and Warwickshire | | ITL 3 | TLG11 Herefordshire, County of | | Local authority | Herefordshire, County of | | Electoral ward | Widemarsh | | Westminster constituency | Hereford and South Herefordshire | | Delivery location | TLG West Midlands (England) | ## CPV Codes ### Divisions - 48 - Software package and information systems ### Codes - 48160000 - Library software package - 48170000 - Compliance software package ## Release History - 16 Jan 2019 at 08:33 - Planning - Market Engagement Notice - https://www.contractsfinder.service.gov.uk/Notice/03c38062-ed40-4698-b173-3c105d2a4706 - 17 Oct 2018 at 07:24 - Planning - Market Engagement Notice - https://www.contractsfinder.service.gov.uk/Notice/5130e9fc-3ee3-4674-b4d4-e9298731e783 ## Documents - https://www.contractsfinder.service.gov.uk/Notice/03c38062-ed40-4698-b173-3c105d2a4706 16th January 2019 - Early engagement notice on Contracts Finder - https://www.contractsfinder.service.gov.uk/Notice/5130e9fc-3ee3-4674-b4d4-e9298731e783 17th October 2018 - Early engagement notice on Contracts Finder ## Notice URLs - https://www.herefordshire.gov.uk - https://www.supplyingthesouthwest.org.uk ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-9fbfc9ba-4eb7-4c90-9e8b-d94cb9e31fd1.json.