Archive services

Tender description

THG require a safe and secure archive/storage facility, which is suitable for the purpose, and mitigate the risks associated with record storage. We require the capability to collect from the off-site storage facility and for collection of document archives from any THG offices. To index and monitor the location of archives to enable retrieval and, at the relevant time, destruction and disposal of documentation. To provide documents electronically, transferred securely, within specified timescales, same day transfer will be required for urgent cases. The contract will be for a period of 3 years +1 + 1 + 1 dependent on performance and pricing after the 3 year period. We are required by law to retain documentation for prescribed periods. While THG now work with electronic document, management systems there are paper files prior to the system going live, some functions that are not carried out electronically and classifications of documents that need to be retained as original copy. For these documents, we need a secure, safe archiving facility that can store and manage documentation that is accessible by representatives of THG physically and electronically. The facility must provide secure storage for archived documentation, with a barcoding or other suitable system for checking boxes in and out, provide THG with the relevant coding structure and to allow reconciliation of the stock held and in the event that THG need to retrieve documents they can identify which box. Provide a room at the facility that THG representatives can use to review the contents of archive boxes and retrieve documents as required and a delivery service to any THG office located across the boroughs of Stockton, Middlesbrough and Hartlepool as required. Individual live file storage for current customer files, with a barcoding or other suitable system for checking boxes in and out; provide THG with the relevant coding structure and to allow reconciliation of the stock held. The provider will provide a service to retrieve live file and scan the contents to be securely transferred to THG within the same day if specified by THG or the following day as standard. Archived documents reaching the specified disposal date and live files that have been scanned and transferred to will be disposed of confidentially and securely as authorised by Thirteen. Invoices with a summary of archive and live files held will be provided monthly and will be reconciled prior to payment approval, any discrepancies will be resolved prior to processing payments. A customer support service must be available to deal with any enquiries or dispute resolution with regard to the collection, delivery, accessing of or service failure.