Digital Records Solution

Concepts

• records management
• digital records solution
• digitisation of the physical records
• digital data
• digital solution
• processing of records
• creation of a digital database
• physical records
• sustainable digital infrastructure
• transfer of the physical records

Location

Description

This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements. This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records.

Total Quantity or Scope

This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements. This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records. Given the large volume of activity at the beginning of the contract, co-ordinating the transfer of the physical records from the incumbent supplier, the digitisation of those records (estimated 40million pages) and set up of the Digital Records Solution - it is anticipated the vast majority of expenditure (86%) of the estimated contract costs for the scheduled 8-year contract term will be incurred within the first 12-18 months of the contract. The contract duration is a maximum 8-year term, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.

Renewal Options

The contract duration is a maximum 8-year term commencing 1 August 2023, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.

CPV Codes

• 79996100 - Records management
• 30216110 - Scanners for computer use
• 30216120 - Optical-character-recognition equipment
• 30216130 - Barcode readers
• 32353100 - Records
• 48000000 - Software package and information systems
• 60160000 - Mail transport by road
• 63120000 - Storage and warehousing services
• 72000000 - IT services: consulting, software development, Internet and support
• 79520000 - Reprographic services
• 79999100 - Scanning services
• 92512000 - Archive services

Indicators

• This is a one-off contract (no recurrence)
• Renewals are available.

Other Information

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