---
title: "Access and Collections Management System"
ocid: "ocds-h6vhtk-078939"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-078939"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-078939.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-078939.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-078939

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-078939)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-078939.json)

## Summary

National Records of Scotland plans to replace Axiell CALM, its collections management system, which supports accessioning, cataloguing, conservation, search room and reader services, collection access and online public discovery. The aim is to maintain these capabilities and potentially bring several associated legacy applications together in a more integrated platform. The system will support NRS’s work to select, preserve and make Scotland’s national archives available, as part of its wider role in collecting and providing access to information about Scotland’s people and history. This is a software supply and implementation requirement in the library, archive and information-management field. The delivery location is the National Records of Scotland at General Register House in Edinburgh.

The procurement is at the planning stage. NRS is conducting a Request for Information to understand the market and whether suitable commercial replacement solutions exist; this is market research, not an invitation to tender. The planned procurement has an estimated value of £350,000. A future procurement notice is expected on 16 June 2027. The driver for replacement is that support for the existing Axiell CALM system ends on 31 December 2027, so NRS needs to identify and implement a replacement before then. The process is described as one planned lot. No bid deadline or evaluation basis is set out at this stage; the RFI is intended to inform NRS’s understanding of available solutions and the scope of a possible subsequent procurement.

The work is likely to suit suppliers with experience supplying and implementing collections management software for archives, libraries or other organisations managing significant collections. Relevant capability includes supporting accessioning, cataloguing, conservation workflows, reading-room and reader services, access management and online public discovery. Suppliers whose platforms can integrate with or consolidate legacy applications may be well placed to inform NRS’s market assessment, alongside providers able to explain how their solution could replace an established system while maintaining these connected functions. This is a preparation opportunity: suppliers can use the RFI to demonstrate relevant products and expertise and help shape NRS’s understanding of the market before a possible tender. The stated purpose is to assess whether suitable commercial solutions exist; no particular accreditation, technical standard or supplier qualification is identified.

## 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/097806-2026 |
| 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 11:00 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/097806-2026

## Notice URLs

- http://www.nrscotland.gov.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000845904
- https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=845904
- 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-078939. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-078939.json.