---
title: "Access and Collections Management System"
ocid: "ocds-r6ebe6-0000845891"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000845891"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000845891.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000845891.json"
source: "Public Contracts Scotland"
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-r6ebe6-0000845891

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[Download OCDS JSON](https://d3tenders.com/contract/ocds-r6ebe6-0000845891.json)

## Summary

National Records of Scotland (NRS) is seeking to understand the market for a replacement access and collections management system. The system would support the work of managing Scotland’s national archives, including accessioning, cataloguing, conservation, search-room and reader services, collection access and online public discovery. NRS currently uses Axiell CALM as its primary collections management system, within a wider ecosystem of applications. The potential scope includes replacing that core capability and possibly bringing associated legacy applications together in a more integrated platform. This is a software and related services requirement, with delivery at NRS’s General Register House in Edinburgh.

This is at the planning stage: NRS is conducting a request for information to assess the market, not inviting tenders. The procurement method and evaluation arrangements have not yet been established. The buyer’s stated aim is to identify and implement a replacement before Axiell CALM reaches end of support on 31 December 2027; this is a requirement milestone, not a bid deadline. NRS indicates that it expects to issue a further notice on 16 June 2027. The planning estimate is £350,000. The requirement is presented as a single lot. The information-gathering exercise will help NRS determine whether commercial solutions can meet its needs and whether consolidation of related legacy applications is viable.

The research will suit suppliers with established collections-management or archival systems, particularly those able to support the full lifecycle from accessioning and cataloguing through conservation, reading-room services and public online discovery. Providers with experience integrating systems and consolidating legacy applications may be well placed to advise on a more unified platform. NRS’s requirements span both specialist records-management functionality and access services, so suppliers should be ready to explain how their products can work across those functions and support the preservation and availability of national archival collections. This stage is an opportunity for relevant providers to inform the buyer’s understanding of available commercial solutions and the shape of a future requirement; it is not an invitation to submit a tender. No specific accreditations or supplier qualifications are stated.

## 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 | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566792 |
| Notice type | OJEU - F1 - Prior Information 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 01:00 - Planning - OJEU - F1 - Prior Information Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566792

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT566792&idx=1
  16th October 2026 - ACMS RFI
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566792
  Access and Collections Management System - 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.

## Notice URLs

- http://
- http://www.nrscotland.gov.uk
- http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=845891
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000845891

## 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-r6ebe6-0000845891. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000845891.json.