--- title: "Access and Collections Management System" ocid: "ocds-h6vhtk-078936" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-078936" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-078936.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-078936.json" source: "Find A Tender Service" current_stage: "Planning" buyer: "National Records of Scotland" published: "2026-10-16" --- # Access and Collections Management System Buyer: National Records of Scotland Current stage: Planning OCID: ocds-h6vhtk-078936 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-078936) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-078936.json) ## Summary National Records of Scotland (NRS) intends to replace its Axiell CALM collections management system, which supports the handling and public use of Scotland’s national archives. The system sits within a wider access and collections management environment covering accessioning, cataloguing, conservation, search-room and reader services, collection access, and online public discovery. NRS is considering whether a replacement could also bring several associated legacy applications into a more integrated platform. The procurement is for software and related supply services, including library and document management functionality. The system is intended for NRS’s work at General Register House in Edinburgh, supporting the collection, preservation and provision of information about Scotland’s people and history. This process is at the planning stage. NRS is conducting a Request for Information to understand the market and establish whether suitable commercial solutions are available; it is not an invitation to tender. The buyer’s stated estimated value is £350,000. The replacement is required before the existing system reaches end of support on 31 December 2027. NRS expects a further notice on 16 June 2027; this is an indicative date, not a bid deadline. The process is presented as one lot. The buyer has not yet set out a procurement procedure, tender evaluation criteria or supplier eligibility requirements, so these remain to be determined after market engagement. This early market exercise is relevant to suppliers of collections, archives, library or document management systems, and to software providers able to integrate or consolidate legacy applications. NRS is looking to understand whether commercially available platforms can replace its current collections management capability while supporting a broad operational ecosystem: accessioning, cataloguing, conservation, search-room and reader services, collection access and online discovery. Suppliers with experience delivering configurable systems for archival or cultural collections, connecting multiple applications, and supporting both staff workflows and public-facing access are likely to be best placed to contribute useful market insight. The requirement is for a joined-up replacement serving NRS’s national archival work in Edinburgh. This is a preparation opportunity for businesses to inform the buyer’s understanding of the market ahead of a possible later procurement, not a competition for bids at this stage. ## Notice 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. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/097803-2026 | | 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 | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 16 Oct 2026 | | Submission deadline | Not specified | | Future notice date | 16 Jun 2027 | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £350,000 | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planned | | Lots status | Planned | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | National Records of Scotland | | Locality | EDINBURGH | | Postcode area | Edinburgh | | Postcode | EH1 3YY | | Country | Scotland | | ITL 1 | TLM Scotland | | ITL 2 | TLM1 East Central Scotland | | ITL 3 | TLM13 City of Edinburgh | | Local authority | City of Edinburgh | | Electoral ward | City Centre | | Westminster constituency | Edinburgh North and Leith | | Delivery location | TLM75 City of Edinburgh | ## CPV Codes ### 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 ### 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 ## Release History - 16 Oct 2026 at 10:59 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/097803-2026 ## Notice URLs - http://www.nrscotland.gov.uk - https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000845891 - https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=845891 - https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00474 ## 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-078936. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-078936.json.