---
title: "Access and Collections Management System"
ocid: "ocds-r6ebe6-0000845904"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000845904"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000845904.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000845904.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-r6ebe6-0000845904

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## Summary

National Records of Scotland (NRS), based in Edinburgh, is seeking to replace its Axiell CALM collections management system with an access and collections management platform. The system supports the management and public use of Scotland’s national archives, including accessioning, cataloguing, conservation, search-room and reader services, collection access and online discovery. NRS is also exploring whether a replacement could bring associated legacy applications together in a more integrated platform. This is a software and IT services requirement for NRS’s collections and archive operations, with delivery associated with its General Register House location in Edinburgh.

The process is at the planning stage: NRS is conducting a Request for Information to understand the market and identify whether suitable commercial solutions exist. This is market engagement, not an invitation to tender, so suppliers are not yet being asked to submit bids. The buyer’s stated aim is to identify and implement a replacement before support for the existing system ends on 31 December 2027. An estimated value of £350,000 is recorded. NRS expects a further notice on 16 June 2027. The requirement is presented as one planned procurement, rather than separate lots. No tender procedure, eligibility conditions or evaluation basis are set out at this stage.

This will suit suppliers with a proven collections management or archival information system, particularly those able to support the full lifecycle of national archive collections and public access. Relevant capabilities include accessioning, cataloguing, conservation workflows, search-room and reader services, collection access and online discovery. Suppliers offering integration or migration from legacy applications may be well placed, as NRS is considering consolidation into a more integrated platform as well as direct replacement of Axiell CALM. The scale and breadth point towards a supplier able to deliver and support a system used across multiple operational and public-facing functions. The market engagement gives providers a chance to inform NRS’s understanding of available commercial solutions and prepare for a later procurement; no specific accreditation or qualification requirement is 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=OCT566793 |
| 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=OCT566793

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT566793&idx=1
  16th October 2026 - ACMS - RFI
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566793
  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=845904
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000845904

## 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-r6ebe6-0000845904. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000845904.json.