---
title: "Physical Records Management Digital Solution - AWARD"
ocid: "ocds-b5fd17-f6476534-dd5d-45aa-a59e-3d0cba3ba0bc"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-f6476534-dd5d-45aa-a59e-3d0cba3ba0bc"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-f6476534-dd5d-45aa-a59e-3d0cba3ba0bc.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-f6476534-dd5d-45aa-a59e-3d0cba3ba0bc.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "HISTORIC ENGLAND"
published: "2024-05-16"
---

# Physical Records Management Digital Solution - AWARD

Buyer: HISTORIC ENGLAND  
Current stage: Award  
OCID: ocds-b5fd17-f6476534-dd5d-45aa-a59e-3d0cba3ba0bc

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## Summary

Historic England, a contracting authority located in Swindon, Wiltshire (postal code SN2 2EH), has awarded a contract for the implementation of a 'Physical Records Management Digital Solution'. The procurement falls under the industry category of data-processing services and has a value of £180,000. The tender process was open, with the contract period starting on 6th May 2024 and ending on 5th April 2028. Key dates include the tender period ending on 4th March 2024 and the contract award date on 2nd May 2024.

This procurement presents growth opportunities for businesses in the data services sector, particularly those specializing in data storage, processing, and entry services. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprise (VCSE) organisations are well-suited to compete for this contract. Businesses must ensure compliance with set constraints, such as holding Cyber Essentials certification throughout the contract period and hosting data only in the UK or European Economic Area. The contract aims to modernize Historic England's physical records management system through the implementation of a fully supported digital solution, providing training, support, and migration services.

## Notice

Background 1. Historic England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records. Physical records managed in TRIM range from documents of historical significance to business and personnel paper records. 2. TRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage. The version currently in service has been end of sale and out of vendor support for nearly a decade. Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system. 3. This requirement relates solely to the management of physical records. While it is known that some candidate digital solutions also offer such functionality, management of electronic records is not in scope and does not require discussion. Objectives and Desired Outcomes 4. Objectives of the work are: a. The contract with the successful supplier to implement and provide the digital solution commences April 2024. b. The solution is live by July 2024 and continues until April 2028. c. Support and operation of the solution is transitioned to business-as-usual by Septem-ber 2024. 5. The outcomes that Historic England wishes to realise are: a. Physical records are managed using a solution with full original vendor support until at least April 2028. b. Historic England provides first and second-line support. The successful supplier will provide third-line support. c. Users are trained, familiar, and at ease with using the solution. d. The solution enables the use of TRIM in Historic England to be discontinued and IT as-sets associated with TRIM to be decommissioned. Scope 6. Within the successful supplier's scope in this engagement will be: a. A digital solution to manage physical records. b. Technical implementation of the solution. c. Migration of data from the legacy TRIM application to the new solution. d. Post-migration data validation. e. Provision of user guidance and any necessary training materials. f. Early-life support following release to live. g. Support for the solution for the duration of the contract period. 7. Outside of the successful supplier's scope of work will be any decommissioning of existing IT assets. Constraints 8. Constraints on the solution are: a. The solution must be capable of single sign-on using credentials from the Historic Eng-land Azure Active Directory. b. The successful Tenderer must hold valid Cyber Essentials certification for the duration of the contract. c. Data must be hosted in the UK or European Economic Area only. Assumptions 9. Assumptions made at this stage a...

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/bd578ad0-dea5-41c3-bac2-99c3231f50f5 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | SME, VCSE |
| Awardee scale | Not specified |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 16 May 2024 |
| Submission deadline | 4 Mar 2024 |
| Future notice date | Not specified |
| Award date | 1 May 2024 |
| Contract period | 5 May 2024 - 5 Apr 2028 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £180,000 |
| Lots value | Not specified |
| Awards value | £99,622 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | HISTORIC ENGLAND |
| Locality | WILTSHIRE |
| Post town | Swindon |
| Postcode | SN2 2EH |
| Country | England |
| ITL 1 | TLK South West (England) |
| ITL 2 | TLK7 Gloucestershire and Wiltshire |
| ITL 3 | TLK71 Swindon |
| Local authority | Swindon |
| Electoral ward | Mannington and Western |
| Westminster constituency | Swindon South |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | RECORDPOINT |

## CPV Codes

### Divisions

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

### Codes

- 72310000 - Data-processing services
- 72312000 - Data entry services
- 72313000 - Data capture services
- 72314000 - Data collection and collation services
- 72317000 - Data storage services
- 72320000 - Database services

## Release History

- 16 May 2024 at 14:52 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/bd578ad0-dea5-41c3-bac2-99c3231f50f5

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/bd578ad0-dea5-41c3-bac2-99c3231f50f5
  16th May 2024 - Awarded contract notice on Contracts Finder

## 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-f6476534-dd5d-45aa-a59e-3d0cba3ba0bc. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-f6476534-dd5d-45aa-a59e-3d0cba3ba0bc.json.