---
title: "Records Information Management, Digital Solutions and Associated Services"
ocid: "ocds-h6vhtk-02aa6b"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02aa6b"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02aa6b.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02aa6b.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "CROWN COMMERCIAL SERVICE"
published: "2021-04-26"
---

# Records Information Management, Digital Solutions and Associated Services

Buyer: CROWN COMMERCIAL SERVICE  
Current stage: Award  
OCID: ocds-h6vhtk-02aa6b

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## Summary

The procurement process involves the Crown Commercial Service (CCS) procuring Records Information Management, Digital Solutions, and Associated Services under the open method. This process is part of a pan-government collaborative framework contract aimed at UK Public Sector Bodies, including various local authorities, health services, and education. The initiative is categorised under 'services' and aligns with the industry classification of storage and warehousing services, with a budget of £60 million. The applicable contract and award were signed on 23rd March 2021, completing the tender stage of the process.

This contract presents significant growth opportunities for businesses specialising in records management, document management systems, and digital workflow solutions. Businesses that are certified under quality and security standards such as Cyber Essentials, ISO27001, and other relevant frameworks will be well-suited to participate. The multi-lot nature of the framework, covering various aspects of records management and associated services, allows for SMEs and larger companies to compete for substantial contracts, thereby enhancing their market presence in the public sector arena.

## Notice

Crown Commercial Service (CCS) as the Authority has put in place a Pan Government Collaborative Framework Contract for the provision of Records Information Management, Digital Solutions and Associated Services to be utilised by Central Government Departments and all other UK Public Sector Bodies, including Local Authorities, Health, Police, Fire and Rescue, Education and Devolved Administrations. The Framework includes Digital Workflow and Cloud Based Hosting services, Storage, Scanning, Shredding, Technical Resources, Clinic Preparation and Management of NHS Patient Records and Specialist Services e.g. Appraisal and Selection and Sensitivity Review.

### Lot Information

Records Information Management Services

Lot 1 is for the provision of Records Information Management Services, which include the following service lines: SL1: On Site Storage of Active Physical Records SL2: On Site Storage of Inactive Physical Records SL3: On/Off Site Combination Physical Records SL4: On/Off Site Shredding Destruction and Disposal SL5: Scanning services SL6: Data Entry services. Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 1 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Standard ISO27002 Information Security Code of Practice ISO9001 Quality Management Systems ISO14001 Environmental Management BS 4971:2017 Guide for the Storage and Exhibition of Archival materials BS EN 15713 Secure Destruction of Confidential Material BS 7858 Security Screening BS10008 Electronic Information Management BIP 0008 Code of Practice for Legally Admissibility and Evidential Weighting Additional information: For Lot 1, Bidders who have met the minimum quality threshold applicable to each of the following questions, AQB1, AQB2 and AQC1 will be invited to participate in the eAuction. At eAuction the Bidders who are ranked 1-5 will be awarded a Framework Contract (subject to due diligence).

Digital Workflow and Cloud Based Hosting Solutions

Lot 2 is for the provision of Digital Workflow and Cloud Based Hosting Solutions, which include the following services lines: SL1: Digital Workflow Solutions (for example but not limited to document/content/records/workflow management, hybrid mail and data entry services) SL2: Cloud Based Hosting Solution SL3: Bulk Scanning Services (including file preparation) SL4: Third Party Interim Technical Resources (e.g. Technical/Security Architects). Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 2 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Management System ISO27002 Information Security Management ISO9001 Quality Management System ISO14001 Environmental Management BS EN 15713 Secure Destruction of Confidential Material BS 7858 Security Screening BS10008 Electronic Information Management BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically Suppliers will be required to follow and demonstrate compliance with relevant NCSC Guidance. Additional information: A framework contract will be awarded to 8 bidders for this lot.

Full Management of National Health Service (NHS) Patient Records (Off-site)

Lot 3 is for the provision of Full Management of National Health Service (NHS) Patient Records (Off-site), which includes the following services lines: SL1) Clinic Preparation and Management of NHS Patient Records; SL2) Digitisation (Scanning) of Patient Records; SL3) Off-site Storage of Patient Records; SL4) Third Party Interim Resources Additional Services: On Site Managed Service; and Shredding, Destruction and Disposal Services Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 3 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Standard ISO27002 Information Security Code of Practice ISO9001 Quality Management System ISO9001 Quality Management System ISO14001 Environmental Management BS 4971:2017 Guide for the Storage and Exhibition of Archival materials BS EN 15713 Secure Destruction of Confidential Material BS 7858 Security Screening BS10008 Electronic Information Management BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically Additional information: A framework contract will be awarded to 5 bidders.

Specialist Records Management Services (On and/or Off Site)

Lot 4 is for the provision of Specialist Records Management Services (On and/or Off Site), which includes the following services lines: SL1: Listing SL2: Cataloguing SL3: Appraisal and Selection SL4: Sensitivity Review (Triage and/or Fully Managed) Service SL5: Record Preparation Service. Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 4 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 - Information Security Standard BS 7858 - Security Screening. Additional information: A framework contract will be awarded to 5 bidders.

Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Lot 5 is for the provision of Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services, which includes the following services lines: SL1: On Site Storage of Active Physical Records SL2: On Site Storage of Inactive Physical Records SL3: On/Off Site Combination Physical Records SL4: On/Off Site Shredding Destruction and Disposal SL5: Scanning services SL6: Data Entry services SL7: Digital Workflow Solutions SL8: Cloud Based Hosting Solution SL9: Bulk Scanning Services (including file preparation) SL10: Interim Technical Resources. Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 5 procurement, bidders were required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Standard ISO27002 Information Security Code of Practice ISO9001 Quality Management Systems ISO14001 Environmental Management BS EN 15713 Secure Destruction of Confidential Material BS 7858 Security Screening BS10008 Electronic Information Management BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically BS 4971:2017 Guide for the Storage and Exhibition of Archival materials Suppliers were required to follow and demonstrate compliance with relevant NCSC Guidance. Additional information: A framework contract was awarded to 6 bidders.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/008954-2021 |
| Notice type | Award Notice |
| Procurement type | Framework |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Large, SME |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 26 Apr 2021 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 23 Mar 2021 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £60,000,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CROWN COMMERCIAL SERVICE |
| Locality | LIVERPOOL |
| Post town | Liverpool |
| Postcode | L3 9PP |
| Country | England |
| ITL 1 | TLD North West (England) |
| ITL 2 | TLD7 Merseyside |
| ITL 3 | TLD72 Liverpool |
| Local authority | Liverpool |
| Electoral ward | City Centre North |
| Westminster constituency | Liverpool Riverside |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 13 |
| Supplier names | CLEARDATA; COMPASS MINERALS STORAGE & ARCHIVES LIMITED (TRADING AS DEEPSTORE; CROWN RECORDS MANAGEMENT; GO SHRED; IMMJ SYSTEMS; IRON MOUNTAIN; MICROFORM IMAGING; OITUK LIMITED (TRADING AS CCUBE SOLUTIONS; ON SITE SCANNING; RESTORE; RICOH; SCAN HOUSE SOLUTIONS; XEROX |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 63 - Supporting and auxiliary transport services; travel agencies services
- 64 - Postal and telecommunications services
- 72 - IT services: consulting, software development, Internet and support
- 79 - Business services: law, marketing, consulting, recruitment, printing and security
- 92 - Recreational, cultural and sporting services

### Codes

- 48311100 - Document management system
- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey services
- 79311200 - Survey conduction services
- 79410000 - Business and management consultancy services
- 79995100 - Archiving services
- 79995200 - Cataloguing services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services

## Release History

- 26 Apr 2021 at 21:55 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/008954-2021

## Notice URLs

- https://ted.europa.eu/udl?uri=TED:NOTICE:573912-2020:TEXT:EN:HTML
- https://www.contractsfinder.service.gov.uk/Notice/1fd6b20d-c917-4ecb-a226-7b489c8b87a5
- https://www.crowncommercial.gov.uk/
- https://www.gov.uk/government/organisations/crown-commercial-service
- https://www.gov.uk/government/publications/government-security-classifications
- https://www.ncsc.gov.uk/information/cyber-essentials-faqs

## 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-h6vhtk-02aa6b. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02aa6b.json.