Records Information Management, Digital Solutions and Associated Services 2

Summary

This closed framework, let under the Procurement Act 2023, will give all public sector organisations access to storage, scanning, shredding and disposal services. It also provides support with NHS clinic preparation and transition to digital solutions through digital workflow and cloud-based hosting service.

Updates

22/08/2025: The records information management (RIM), digital solutions and associated services 2 tender is now open. You will be required to sign a non disclosure agreement (NDA) before being able to view the full suite of invitation to tender (ITT) documents. All questions about the tender must be submitted as a formal clarification question.

19/08/2025: CCS has made the decision not to auction lot 1. The tender is estimated to be issued Friday 22 August. More information will be provided within the ITT (invitation to tender) documentation.

14/08/2025: Two how to bid sessions were held on 07/08/2025. See customer and supplier engagement below.

30/07/2025: The suggested timeline for the agreement is:
ITT published: estimated 20 August 2025
Evaluation period: estimated October 2025
Framework award: estimated February 2026
Go live: March 2026

Note, these dates are subject to change.

Look at the amended Lot structure under the heading product types.

 

Description

All UK public sector organisations including central government departments and their agencies, the wider public sector and the third sector can use this agreement.

You can access services such as physical storage, scanning and shredding and disposal services. This agreement also offers services to help you plan, design and change digital record solutions using workflow and cloud.

You can also use interim technical resources to support your own internal resources when needed.

This agreement is for those who need support to:

  • reduce their number of stored physical records
  • start the change to either a partial or full digital records solution
  • achieve estate rationalisation or government hubs programmes (providing a network of modern, digitally enabled, shared workspaces for the UK civil service)
  • gain access to interim technical resources for example, security architects and project managers
  • transfer records under the Public Records Act 30/20 year rule
  • use an NHS clinic preparation service for NHS patient records

We also offer specific services for central government customers who need support with identifying, selecting and transferring records of historical importance under the Public Records Act.

Benefits

  • flexible route to market using further competition or direct award
  • services to reduce your physical records and merge paper documents into digital workflows
  • clinic preparation services specific for NHS patient records
  • cloud based hosting using software as a service (SaaS), platform as a service (PaaS) or infrastructure as a service (IaaS) and either through public, private or community cloud
  • services complement and support government hubs programme and estate rationalisation projects
  • uses the agreed public sector contract (PSC) terms and conditions

Product types

The lotting structure of this framework is below. Please note:

  • there will be no standalone Lot for Digital Workflow and Cloud Based Hosting Solutions (Lot 2 under RM6175), instead those service lines will be incorporated into Lot 2 (Lot 5 on RM6175)
  • there is no longer a Lot 6, this was previously noted as to be defined

Lot 1: Records Information Management Services

Provides off site storage of physical records as well as scanning, shredding destruction and disposal services. Also helps you to transition from their current on site service to an off site solution.

Lot 2: Combined Digital Workflow, Cloud Based Hosting and Records Information Management

Services under this Lot enable you to reduce existing physical paper records. Services include back scanning, and implementing your digital strategies. This can include digitising your records at source using workflow solutions to hosting these records in the cloud.

Lot 3: Full Management of National Health Service (NHS) Patient Records (Off site)

Provides clinic preparation services involving preparing records for clinic. Services include:

  • loose filing service (reuniting of loose paperwork with original notes)
  • clinic preparation and management of NHS records
  • creation of new patient records along with storage, transportation (delivery/collection)
  • digitisation (scanning) of patient records
  • off site storage of patient records at supplier’s site(s)
  • third party interim resources including: 
    • consultancy and due diligence services
    • project management services 
    • change control manager 
    • communications manager
  • on site managed service when needed
  • shredding, destruction and disposal services for both on and off site 

Lot 4: Specialist Records Management Services

Supports the Public Records Act under the 30/20 year rule requiring central government departments to identify records of historic value. Central government can use these services to identify, select, appraise and sensitivity review content before transferring them for permanent preservation at The National Archives or another approved place of deposit.

Customer and supplier engagement

Two how to bid sessions were held on Thursday 7 August 2025. If you have any questions or want a copy of the slide deck that was presented contact us.

Customer and supplier engagement sessions were held 11 and 12 February 2025 to further develop and finalise the lot structure and requirements for the new agreement. The slides presented at these sessions are listed below.

The supplier session included slides on digital information governance which has since been descoped from the agreement.

Important links

Planned procurement notice Read planned procurement notice
Pre-market engagement notice Read pre-market engagement notice
Contract notice in find a tender (FTS) Read contract notice
Tender documents Live

Timeline

Activity Estimated dates
Pre-market engagement February 2025
Publication of find a tender (FTS) notice 22 August 2025
Framework award March 2026