Records Information Management, Digital Solutions and Associated Services 2

All public sector organisations can access storage, scanning, shredding and disposal services. Also provides support with NHS clinic preparation and transition to digital solutions through digital workflow and cloud.  

Agreement number: RM6346

Start date: 05/03/2026

End date: 04/03/2030

Regulation: PA2023

Agreement type: Closed Framework

Available for: central government charities education health local authority blue light (police, fire, ambulance, search and rescue) devolved administrations

Contents

At a glance

Description

Use the Records Information Management agreement to access physical and digital records management services. 

This agreement replaces RM6175 Records Information Management, Digital Solutions and Associated Services.

The main services include:

• physical records management: storage, scanning and shredding of physical records

• digital transformation: start the change to either a partial or full digital records solution
• interim technical resources: access to security architects and project managers
  Public Records Act transfers: transfer of records under the Public Records Act 30 or 20 year rule
• NHS clinic preparation: management and preparation of NHS patient records
• estate rationalisation or Government Hubs programmes: provides a network of modern, digitally enabled, shared workspaces for the UK civil service

Historical records (central government only)

We also offer services to support identifying, selecting and transferring records of historical importance under the Public Records Act.

Agreement length

This agreement will run for 4 years. Individual call-off contracts can run for up to 7 years. All 4 lots expire on 22 March 2030.

Benefits

• flexible route to market using Award with Competition or Award without Competition
• reduce your number of physical records by converting paper documents into digital workflows
• access new to market clinic preparation services designed specifically for NHS patient records
• host services 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 Project(s)

When you can't use this agreement

Products and services that are out of scope include:

• multifunctional devices and managed print services
• technical resources for print consultancy
• digital workflow and cloud solutions for digital transition outside of records management

If you need any of these services, use RM6361 Multifunctional Devices, GovPrint Hardware, Managed Print Provision and Digital.

How to buy

Before you start you should:

• review the lot descriptions and choose the lot that best suits your needs
• contact our customer service centre to ask for access to the specifications and pricing models for your chosen lot (this information is officially sensitive and will include conditions of use)

eSourcing tool

You can use our eSourcing tool to run your competition or award without competition.  If this is your first time using the eSourcing suite. You will need to register an account. 

If you have already registered, you can log into your eSourcing account.

You should check your own internal policies and processes to make sure they follow your standard operating procedures.

You can buy from this agreement in 2 ways:

1. Award with competition
2. Award without competition

1. Award with competition

When to use it:

• you need to compare suppliers to find the best fit for your needs
• your requirements are complex or specific

How to complete it:

1. define your needs: develop a clear specification and identify suppliers who can meet your requirements
2. request pricing: contact our customer service centre to request your lot pricing and specification
3. engage the market: consider pre-market engagement, such as Requests for Information (RFIs), to refine your understanding of what is available
4. refine your contract: use framework schedule 6 to set out your contract deliverables (what you need the supplier to provide)
5. set your criteria: develop clear award criteria so suppliers understand how their bids will be assessed
6. invite tenders: invite all identified suppliers to submit a tender in writing, either by email or through your preferred eSourcing tool (contact details for each supplier can be found in the Products and Suppliers section)
7. set a deadline: give suppliers enough time to prepare and submit a quality response, taking into account the complexity of your needs
8. keep bids confidential: do not share or discuss submissions until the deadline has passed
9. evaluate: apply your published award criteria to each submitted tender
10. award: send a completed and signed framework schedule 6 to the successful supplier (this can be done electronically)
11. notify unsuccessful suppliers: provide written feedback to unsuccessful suppliers explaining why their tender was unsuccessful
12. publish: publish your contract on the Central Digital Platform for transparency purposes

Award without competition

When to use it:

• your needs are straightforward and can be met by a single supplier
• you need a faster route to market

How to complete it:

1. request pricing: contact our customer service centre to ask for your lot pricing and specification
2. engage the market: consider pre-market engagement, such as Requests for Information (RFIs), where appropriate
3. define your needs: develop a clear specification of your requirements (what you need the supplier to provide)
4. set your criteria: use Framework Schedule 7 Call Off Award Procedure (Annex A ) to establish your direct award criteria
5. award: send a completed and signed framework schedule 6 to the successful supplier (this can be done electronically)

Products and suppliers

• Lot 1 Records Information Management Services:
  Use this lot if you need to store, manage or dispose of physical records, either at your own site or at a supplier's off-site location. Services include:

  • on and off-site storage: secure storage of physical records at your premises or at an off site location
  • scanning: change physical records into digital copies
  • shredding and destruction: secure disposal of records that are no longer needed
  • transition support: help moving from on-site storage to an off-site solution

  Expires: 04/03/2030

  6 suppliers

• Lot 2 Combined Digital Workflow, Cloud Hosting and Records Management Services:
  Use this lot if you want to reduce your existing physical records and move towards a digital records solution. Services include:

  • back scanning: scanning existing paper records to create digital copies
  • digital strategy: planning and putting in place your organisation's approach to digital records
  • workflow tools: software that automates tasks and manages how records are created and processed
  • cloud-based hosting: storing and managing records securely in online systems, using SaaS, PaaS or IaaS across public, private or community cloud environments

  Expires: 04/03/2030

  7 suppliers

• Lot 3 Full Management of National Health Service (NHS) Patient Records (Off site):
  Use this lot for managing patient records, including preparing records for clinic. Services include:

  • clinic preparation: organising and managing patient records ahead of clinic appointments
  • loose filing: reuniting loose paperwork with the correct patient notes
  • new patient records: creating new records and managing their storage and transportation (delivery and collection)
  • digitisation: scanning patient records to create digital copies
  • off-site storage: storing patient records securely at a supplier's site(s)
  • on-site managed service: support provided at your location when needed
  • third party interim support: access to consultants, project managers, change managers and communications managers
  • disposal: secure shredding and destruction of records, both on and off-site

  Expires: 04/03/2030

  6 suppliers

• Lot 4 Specialist Records Management Services:
  Use this lot if you are a central government department with a legal requirement to review and transfer records of historical importance under the Public Records Act. Services include:

  • record identification: identifying which records meet the criteria for historical preservation
  • appraisal and selection: assessing records to decide which should be permanently preserved
  • sensitivity review: reviewing records for sensitive content before transfer
  • transfer to permanent storage: moving records to The National Archives or another approved place of deposit

  This lot does not include general records storage, disposal or digital transformation services.

  Expires: 04/03/2030

  3 suppliers

Documents

Each section below has the links to the documents, what they are for, when to use them and if you need to enter any information into them.

You might not need all the contractual documents to buy the products or services from this agreement.

Core terms and conditions

The core terms form part of the framework and call-off contracts and must be used on every contract. They cannot be changed.

The core terms are CCS’s standard commercial terms. They govern the supplier’s relationship with CCS and every customer who has a call-off contract.

RM6346 General terms v1 (final)

RM6346 Framework award form v1 (final)

Joint schedules

RM6346 Joint schedule 1: definitions v1 Essential

Read only

This defines significant words and phrases used in the core terms and template schedules. You will need to add any new definitions specifically needed for your contract, and add them as special terms in your call-off order form.

RM6346 Joint schedule 2: variation form v1 Essential

If you use this document, you must complete the relevant sections

Explains the format for formally documenting any contract changes you may need.

RM6346 Joint schedule 3: insurance requirements v1 Essential

Read only

An essential schedule that captures the supplier’s basic obligations for any insurances needed at the framework level, and mandating that the supplier must give you any additional insurances that you specify in your order form.

RM6346 Joint schedule 4: commercially sensitive information v1 Essential

If you use this document, you must complete the relevant sections

You should ask your supplier to tell you if any of the information they provided is commercially sensitive such that they would not want it disclosed in response to a Freedom of Information (FOI) request. Their response will provide the content for this schedule but it is your decision if the relevant information would be withheld if a relevant FOI request was received.

RM6346 Joint schedule 6: key subcontractors v1 Optional

Read only

You only need this document if the supplier uses one or more key-subcontractors to fulfil its obligations under your contract.

RM6346 Joint schedule 7: financial difficulties v1 Optional

If you use this document, you must complete the relevant sections

If a supplier has any financial difficulty when you use your call-off you will need to use this schedule to monitor their financial standing and any consequences of changes to this.

RM6346 Joint schedule 8: guarantee v1 Optional

If you use this document, you must complete the relevant sections

You can use this schedule when you want assurance provided by a third party guarantor that the supplier’s obligations will be met, because you are concerned about the financial status of your supplier.

RM6346 Joint schedule 10: processing data v1 Essential

If you use this document, you must complete the relevant sections

A requirement for suppliers to demonstrate minimum standards of reliability in relation to high value contracts.

RM6346 Joint schedule 5: sustainability v1 Essential

Read only

This is a core schedule that sets out basic corporate social responsibility (CSR) or social value requirements that apply to all suppliers in the agreement. You may have your own CSR or social value requirements to include in your contract and, where you have specified that as part of a competition, these must be satisfied.

Call-off schedules

Call-off schedules are used when suppliers sell their goods or services to customers.

You can choose which schedules to include and whether to edit these template schedules when they form a call-off contract.

RM6346 Call off schedule 1: transparency reports v4 Essential

Read only

Information about the call-off contract you need from the supplier so that you can meet your public accountability and transparency requirements. If needed, you can complete Annex A: List of transparency reports which is in this document.

RM6346 Call-off schedule 2: staff transfer v1 Essential

Read only

To ensure that appropriate provisions are included to deal with staff transfer on both entry and exit of the call-off contract.

RM6346 Call-off schedule 3: continuous improvement v1 Essential

Read only

If included as part of the schedule it means the supplier will need to make sure they try to identify new or potential improvements to how they meet the needs of the project, including through regular reviews with the customer.

RM6346 Call-off schedule 4: call-off tender v1 Optional

Read only

Add the supplier’s bid into this document, including anything additional they offered that you would like included in the contract.

RM6346 Call-off schedule 5: pricing details v1 Optional

Read only

This schedule should be used to show more detailed pricing information as well as the pricing in the order form.

RM6346 Call-off schedule 7: key supplier staff v1 Optional

Read only

This schedule makes sure that any key staff identified from the supplier will fill the key roles throughout the contract, and states what the supplier will do if any of the key staff are unavailable for a specified period of time.

RM6346 Call-off schedule 8: business continuity and disaster recovery v1 Optional

Read only

What the supplier must do to make sure the call-off contract can still be delivered even if there’s an unexpected event. Use if call-off contracts will be critical for the customer’s organisation or it would be difficult to replace the supplier if things go wrong.

RM6346 Call-off schedule 6: ICT services v1 Optional

Read only

Additional provisions necessary to facilitate the provision of ICT Services which are part of the deliverables of the call-off contract.

RM6346 Call-off schedule 9A security: short form v1 Optional

Read only

What the supplier must do to make sure that customer data and deliverables are kept secure.

RM6346 Call-off schedule 12: clustering v1 Optional

Read only

What the supplier needs to do at the end of a call-off contract to help the customer continue to deliver public services.

RM6346 Call-off schedule 14: performance levels v1 Optional

Read only

The standards of service required by the customer and what happens when these are not met.

RM6346 Call-off schedule 15: call-off contract management v1 Optional

Read only

How supplier and customer should work together on the call-off contract. We recommend using this document if you need to collaborate with the supplier to monitor and manage the call-off contract.

RM6346 Call-off schedule 18: background checks v1 Optional

Read only

This schedule is used when supplier staff must be vetted for any relevant convictions before working on the contract.

RM6346 Call-off schedule 21: Northern Ireland Law v1 Optional

Read only

Switches the interpretation of the call-off contract to Northern Ireland law.

RM6346 Call-off schedule 23: HMRC terms v1 Optional

Read only

For HMRC customers only. Any additional terms needed by HMRC.

RM6346 Call-off schedule 25: additional sustainability requirements v1 Optional

Read only

To ensure transparency, fairness, non-discrimination and equal treatment in relation to the buyer’s procurement process.

Framework schedules

Framework schedules are used by CCS to set up the agreement with suppliers.

RM6346 Framework schedule 1: specification v1 Essential

Read only

What we expect the supplier to provide to customers.

RM6346 Framework schedule 2: framework tender v1 Essential

If you use this document, you must complete the relevant sections

How the supplier proposes to meet the specification requirements.

RM6346 Framework schedule 3: framework prices v1 Essential

If you use this document, you must complete the relevant sections

Maximum rates the supplier can charge for services under the framework contract.

RM6346 Framework schedule 4: framework management v1 Essential

If you use this document, you must complete the relevant sections

Describes how we work with the supplier to manage the framework contract.

RM6346 Framework schedule 5: management Charges and Information v1. Essential

If you use this document, you must complete the relevant sections

Describes the management charges and information process and charges between us and the suppliers at framework contract level.

RM6346 Framework schedule 6: order form template v1 Essential

If you use this document, you must complete the relevant sections

If you already completed the order form in the call-off order form section, you won’t need to complete this document, because they are the same.

RM6346 Framework schedule 7: call-off award procedure v1 Essential

If you use this document, you must complete the relevant sections

The process a customer must follow to award a call-off contract, which needs to be clearly stated in your further competition documents.

RM6346 Framework schedule 8: self audit certificate v1 Essential

If you use this document, you must complete the relevant sections

We require suppliers to provide a self audit certificate following an annual self audit to verify their accounts.

RM6346 Framework schedule 9: cyber essentials scheme v1. Essential

Read only

What the supplier has to do to to maintain cyber security accreditation.